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HomeMy WebLinkAbout2016-05-18 PACKET 07.B. Cottage J Grove ��er� Pride and Qro�P�rity Me�t Clt�/ COUI'1CII CONSENTAGENDA Acfion Request Form �'B' Meeting Date 5/18/2016 Department Administration Title of Request City Council Meeting Minutes - 4/20/2016 Regular Meeting Staff Recommendation Approve the 4/20/2016 City Council regular meeting minutes. ATTACH MENTS: Description Type Upload Date Draft Minutes Backup Material 5/5/2016 Cottage J Grove �here Pride and Pr�sperity Meet MINUTES COTTAGE GROVE CITY COUNCIL April 20, 2016 COUNCIL CHAMBER 12800 RAVINE PARKWAY SOUTH REGULAR MEETING - 7:00 P.M. 1. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota, held a regular meeting on April 20, 2016 at Cottage Grove City Hall, 12800 Ravine Parkway. Mayor Bailey called the meeting to order at 7:00 p.m. 2. PLEDGE OF ALLEGIANCE The audience, staff, and Mayor and City Council Members recited the Pledge of Allegiance. 3. ROLL CALL 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; Robin Roland, Finance Director; Craig Woolery, Public Safety Director. 4. 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 address the Council, Mayor Bailey closed the Open Forum. 5. ADOPTION OF AGENDA Motion by Council Member Peterson, second by Council Member Thiede, to adopt the agenda. Motion carried: 5-0. 6. PRESENTATIONS 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 City Council Meeting Minutes April 20, 2016 Page 2 A. Sustainable City Awards to Ms. Sherry Holtmeyer (Residential) and South Washington County School (Large Organization). Becky Ahlvin stated in 2013 the Environmental Commission created the Sustainable City Awards to nominate and recognize businesses, individuals, or organizations for their work or projects reflecting sustainability, green, and environmentally-friendly practices; there are two categories, Residential and Large Organization. The Residential Sustainable City Award was presented to Sherry Holtmeyer for a solar panel installation. Sherry installed an 8.4 kilowatt solar PV array on the garage roof at her home. Since the panels began operating in August 2015, her panels have produced 4.72 megawatts of electricity while she consumes only 4.01 megawatts of electricity. Sherry is committed to being a good environmental steward for the community; thus, she was presented with the award. The Mayor and City Council Members had Sherry come forward, and she was congratulated and presented with her award. Council Member Thiede asked Sherry to explain the benefits of having solar panels installed. Sherry explained the "Made in Minnesota" Solar Incentive Program, and stated about 40% of the applicants are funded. Benefits include receiving a Solar Incentive check every year, for 10 years, after the solar panels are installed, as well as a 30% Federal Income Tax rebate. Over the course of 10 years, the solar rebate and the Solar Incentive check will more than pay for a system, and that's in addition to all of the free solar energy you receive. Council Member Thiede requested that information be put on the City's website. Ms. Ahlvin stated the winner of the 2016 Large Organization Sustainable City Award was District 833 Elementary and Cottage Grove Middle School for their milk carton recycling and Best Practices Program. The goal was to start recycling milk cartons from the lunchroom and increase the amount of recyclables. Cottage Grove Elementary and Cottage Grove Middle School piloted the program, which was then expanded to include the rest of the elementary schools in Cottage Grove; it is now in place throughout the entire District. The schools in Cottage Grove recycle over 19,615 pounds per school year. The number of trash pickups has been reduced by 67, which saves approximately 132 trees per year and creates 3,130 reams of paper. Representatives from Cottage Grove Middle School, Armstrong Elementary School, Cottage Grove Elementary School, Crestview Elementary School, Nuevas Fronteras, Grey Cloud Elementary School, Hillside Elementary School, and Pine Hill Elementary School were introduced, given their awards, and congratulated by the Mayor and Council Members. Also present and introduced were the President of the School District and two School Board members. 7. CONSENT AGENDA A. Arbor Day Proclamation. B. Sale of 2000 Ford Ambulance. C. Assessment Services Agreement. City Council Meeting Minutes April 20, 2016 Page 3 D. County Road 19A Parking Restriction. E. 2016 1 st Quarter ponations. F. South Washington Watershed District Grant Agreements. G. Joint City Wide Crack Sealing Quote Award. H. Rescind Resolution 2012-095. I. Renewal by Andersen Sign Approvals. J. HERO Center Agreements. K. Environmental Commission Appointment. Council Member Olsen wished to pull Item E, Council Member Thiede wished to pull Item K, and Mayor Bailey wished to pull Item A for further discussion. Council Member Thiede stated he had met Mark Bender at the Dodge Nature Center and asked him if he would like to be on the Environmental Commission; he stated he would so he asked the Council to approve his appointment to the Environmental Commission tonight. Council Member Olsen stated the donations for this quarter included donations for: • Inclusive Playground: $1,000 from the Cottage Grove Crime Prevention Board; $500 from the Park-Port Lioness Club; $50 from Borst Construction; $5 from Zac Dockter; $100 from Chris Brown; $200 from Jeff and Dawn Rankin. • Safety Camp: $50 from Borst Construction; $25 from T. Mann Excavating; $50 from KOK Funeral Home. He thanked everyone for their donations. Mayor Bailey read the Arbor Day Proclamation and stated Arbor Day is observed throughout the nation and the world. Cottage Grove will host the annual Arbor Day event on Saturday, April 30, at Arbor Meadows Park, 8505 Johansen Avenue, to promote trees and plants, environmental awareness, and local parks for the community. He encouraged all citizens to support Arbor Day and encouraged everyone to attend. Motion by Council Member Olsen to approve the Consent Agenda as follows: A. Adopt Resolution 2016-075 proclaiming Arbor Day. B. Approve the sale by public auction of a 2000 Ford Ambulance through Cranky Ape Auctions. C. Authorize entrance into the agreement with Washington County for assessment services. D. Adopt Resolution 2016-076 prohibiting parking on County Road 19A within 500 feet of CP Railroad crossing. E. Adopt Resolution 2016-077 recognizing donations received in the first quarter of 2016. F. Authorize entrance into grant agreements with the South Washington Watershed District for Hy-Vee Stormwater Management System in the amount of $200,000; City Council Meeting Minutes April 20, 2016 Page 4 the 80th Street Crossing Stormwater Management System in the amount of $23,700; the Pine Hill Elementary Stormwater Basin Improvements in the amount of $47,500; and the Stormwater Basin TG-P12A project in the amount of $33,000. G. Adopt Resolution 2016-078 awarding the 2016 Joint City Wide Crack Sealing Project to Fahrner Asphalt Sealers, LLC in the amount of $72,905. H. Adopt Resolution 2016-079 rescinding Resolution 2012-095, which is an obsolete conditional use permit for property located at 8479 East Point Douglas Road. I. Adopt Resolution 2016-080 approving a conditional use permit to install four directional signs at Renewal by Andersen. J. 1. Authorize submission of documentation/business plan to satisfy requirements of the grant agreement. 2. Authorize entering into an agreement with the City of Woodbury for operation and management of the HERO Center. 3. Authorize the City Administrator to enter into a professional services contract between the Cities of Cottage Grove and Woodbury, and Leo A. Daly for the pre-design and design of the HERO Center. K. Appoint Mark Bender to a seat on the Environmental Commission. Second by Council Member Peterson. Motion carried: 5-0. 8. APPROVE DISBURSEMENTS A. Approve payment of check numbers 195741 to 195918 in the amount of $352,207.63 and EFT Payment of $26,150.51. Motion to approve disbursement by Council Member Dennis, second by Council Member Thiede. Motion carried: 5-0. 9. PUBLIC HEARINGS — None. 10. BID AWARDS — None. 11. REGULAR AGENDA A. Eightieth Street Crossing Approvals. Planner John Burbank stated the former G-Will mall is now called Eightieth Street Crossing; they're looking to redevelop that site and shift some of the tenants' locations and add some parking. They were going to create three lots from the existing lot of record to advance some of those parcels to some of the new users. There are requests for approvals of the preliminary and final plats, several variances, a site plan review, and a conditional use permit. The demolition that is planned will remove the existing Honest-1 Car Care, remove a portion of the mall along Belden Boulevard, and remove a portion of the south- southeast corner of the main mall portion, formerly Rainbow and Applebaum's. They City Council Meeting Minutes April 20, 2016 Page 5 will be adding additional parking. Two new buildings, Honest 1 and the Kwik Trip station, which will include a car wash and fueling stations, will be constructed. They are requesting some building setback variances, as well as green space variance. Architecture would be given a facelift and would meet the City's ordinance criteria for materials used. Part of the Norris Square development project in 2006 was the additional requirement of a plaza on the southeast corner, by the new G-Will Liquors building. They're currently working on a plan for that area, which will be coordinated with the City's plan for that area. They're recommending approval of the preliminary plat, approval of the site plan for a neighborhood shopping center, approval of a conditional use permit to allow for the motor fuel station and convenience store, and a variance for the various parking setbacks and green space requirements. The Applicants were present for any questions. Council Members had the following concerns for Planner Burbank: That the architect would stay true to the design standards and work closely to achieve uniformity; the current tenants would be able to stay in the center or if they'd have an opportunity to relocate in the City of Cottage Grove with the City's assistance; the parking situation if the current tenants stayed; if the facelift for the existing center would include mechanical. Planner Burbank stated he's aware that the communication channels are open but deferred to the Applicants to provide any more details regarding the tenants. He stated they'd be gaining additional parking where the building would be reduced, and the end result would be 162 parking spaces; what the ordinance requires is 194 parking spaces. Planner Burbank stated he would defer mechanical issues to the Applicant, as he hadn't seen any building plans yet. The Applicant, Melissa Duce, Assistant Vice President in the Commercial Development Department of United Properties, whose office is at 3600 American Boulevard West, Bloomington, spoke to the Council regarding the issues raised. She stated that there is still a little uncertainty as they haven't received approval. Many of the tenants in the center had been on shorter-term leases because of the anticipated redevelopment. There is a large vacancy in the former G-Will Liquors site, so there is still space available. They're working on proposals with the current tenants; some of them have agreed to the terms, others have not yet agreed to remain. Most tenants in the L part of the center are on long-term leases and are staying. They're working to hopefully keep all of the tenants there. Rent will be increased and they're offering tenant allowance dollars to improve their new spaces. Questions by Council Members for Ms. Duce included: If any cooperative parking agreements had been reached; if the plan for the former G-Will Liquors building was to divide up the space into smaller square footage opportunities for current or future tenants or if they were looking for a larger end user; if any mechanical improvements City Council Meeting Minutes April 20, 2016 Page 6 would be done to the building. Ms. Duce stated they've not had any conversations with the surrounding property owners to help some of the parking concerns. She stated currently the former G-Will Liquors space is not leased at all, so they're looking at one larger tenant, but they also have proposals out to smaller tenants. She stated when new tenants come in, if the units are not up to code or if they have finished their useful life, they look to include that in their capital plans. Mayor Bailey stated he hoped that they could all work together to make that corner, on that side of the highway beautiful with some of the plans that they've seen. He hoped that they'd be able to work with the City on the plans for that entire quadrant. Ms. Duce stated their biggest concern was making sure that their tenants had visibility on those corners, but they also wanted to make that quadrant cohesive as it's an entrance to the City and they need to make sure it's an attractive corner. Motion by Council Member Dennis to adopt Resolution 2016-081 approving the preliminary and final plat to be called Eightieth Street Crossing. Second by Council Member Olsen. Motion carried: 5-0. Motion by Council Member Olsen to approve the site plan for a neighborhood shopping center redevelopment, second by Council Member Thiede. Council Member Olsen asked if he needed to amend his motion; Attorney Land stated the second motion contained all of the other applications in it, so if they just adopted the title of the second Resolution that would cover the site plan, the CUP, and the variance with the one change that we're not going to require an outlot for the sign. Council Member Olsen amended his motion to approve a site plan for a neighborhood shopping center redevelopment to read as motion to adopt Resolution 2016-082 approving a site plan review of a commercial development at the northwest corner of 80th Street and Hadley Avenue, conditional use permit to allow a gas station and convenience store, and a variance to set back and green space requirements. Seconded by Council Member Thiede. Motion carried: 5-0. 12. COUNCIL COMMENTS AND REQUESTS Council Member Dennis stated that he and Council Member Peterson had the opportunity to attend the Awards & Recognition Program that the Police Department put on. He thought it was an opportunity to mention the men and women who go out of their way to provide a tremendous amount of service for Cottage Grove. They don't seek any recognition for doing it, but he wanted to mention that there is outstanding leadership with the Chief, Captains, Sergeants, Training Officers, Field Training Officers, School Resource Officers, Patrol Officers, C.S.O.s, and Reserve Officers. He thought it was an amazing program, and he thanked them for all they do. City Council Meeting Minutes April 20, 2016 Page 7 Council Member Olsen stated when he left Carbone's last week he noted the variances in the size and look of the signage at Almar Village. He asked staff to take a look at that. Council Member Olsen asked staff whether or not there was still an application for a restaurant end user at the former Blockbuster site that is pending. Administrator Stevens stated that they do not have an application. Council Member Olsen stated there is a ribbon cutting schedule for ALDI on April 28. Administrator Stevens stated ALDI is organizing that and will use their own public relations firm. She asked that Council Members R.S.V.P. to the invitation they received. Council Member Olsen stated on Saturday, April 23, Stone Soup Thrift Shop was hosting their "Soup-er Bowl" and stated his team would be bowling at 9:00 a.m. at Park Grove Bowl. He challenged every other Council Member to show up and show support for Stone Soup. Mayor Bailey stated his team "The Mayor's Misfits" would be bowling at 1:00 p.m. Council Member Olsen stated Cottage Grove Spring Clean Up Day is Saturday, May 7, at Cottage Grove Public Works. Hazardous materials are accepted free of charge. However, there is a fee for furniture items. Council Member Olsen congratulated Tony Jurgens on being named Volunteer of the Year in the City of Cottage Grove at this year's Volunteer Banquet, which took place on April 12 at the River Oaks Golf Course. He stated Mr. Jurgens was a very deserving and grateful recipient. Council Member Peterson stated www.stonesoupthriftshop.orq is where you will find more information on the Stone Soup Thrift Shop "Soup-er Bowl," and there is still some space available. She encouraged people to sign up within the next day or so. Council Member Peterson stated the third annual Memorial Day ceremony will be held on Monday, May 30, at City Hall, outside the Veterans Memorial. She encouraged everyone to participate. Council Member Thiede stated on Saturday at 11:00 a.m., the Hidden Valley Gutter Nuts and the Hidden Valley Strikers will be bowling at the Stone Soup "Soup-er Bowl" so he invited people to attend, as it would be a good time. Council Member Thiede stated the Cottage Grove Strawberry Fest will take place in just two months, June 16 to June 19. There will be an art fair this year and they need more people in the art fair. The application and fee deadline for that is April 25. You can get more information on the Strawberry Fest website. Council Member Thiede stated the Business Expo will be changing this year; it's going to be called the Strawberry Fields Marketplace. They're looking to get more craft booths to make it a little bit more of a City Council Meeting Minutes April 20, 2016 Page 8 shopping destination. They're trying to get more people to attend and they're working with an organization that does craft shows all over the metropolitan area. He stated it's going to be another exciting year at the Strawberry Fest. 13. WORKSHOPS — OPEN TO PUBLIC (CONFERENCE ROOM) A. 80th Street and Hadley Avenue Quadrant Planning. Planner Burbank stated as the Eightieth Street Crossing Project started progressing, they thought they should look at the whole area, all four quadrants; the southwest Norris Square project, the southeast Hamlet project, the northwest will be the Eightieth Street Crossing, and the northeast Holiday quadrant. The City consulted with WSV to revise the plans for that area. There will be pillars with the signage, LED lighting strips, decorative fencing, and some columns. They looked at replacing the railroad bridge and the highway bridge with fencing along that area. Presbyterian Homes is looking to donate an outlot to the City as well as give a gift of $50,000 to help complete the project. The main design features are the wall, the stacked-stone appearance columns, black ornamental fencing, and the City logo. With the Holiday quadrant, the existing city entrance rock will be relocated to a different park or different location in Cottage Grove or refaced for one of the fire stations. There are some existing utility conflicts with a stainless steel signal box, which causes some design challenges, so will probably look at planting some taller, native grasses and low- grade perennial and annual plantings to help screen, yet helping to tie it with the corner. With the Eightieth Street Crossing, landscaping will be incorporated into their final designs with similar plantings. The cost for the fencing will be $98,000; by not doing that, the project cost would be reduced by over $100,000 but the old bridge would remain, which doesn't look very nice. Council Members asked about the plan for the 80th Street bridge, as it had been discussed in the past, and if they'd just be fixing up what's there, as well as the safety component with the fencing. Engineer Levitt stated that that bridge has no issues pertaining to volume. They've previously talked about a pedestrian bridge on the northern side of 80th Street to provide connectivity. They're proposing to enhance the pedestrian access, currently on the south side, provide a more esthetically-pleasing look of the wrought iron rail system, and still preserve the right to seek Federal money for that on the north side. If there was a pedestrian bridge on the north side, it would most likely be a stand-alone pedestrian bridge. Engineer Levitt stated the DOT actually had more safety requirements because of the railroad. They're actually requiring a 10-foot fence, which adds to the cost, but it's a safety requirement. City Council Meeting Minutes April 20, 2016 Page 9 Planner Burbank stated adding everything together, it's about $788,000 by the time you add the design, survey, inspections, contingency, construction cost estimate, and that's with all the alternatives. Mayor Bailey stated they'd been talking about this project for many years, since Presbyterian Homes went in, and that entire quadrant will be redeveloped. He stated he thought it would also be beneficial to that side of the highway with a great-looking gateway. He cautioned on pulling out pieces of it to make the numbers smaller, as had been done with the Jamaica Avenue roundabouts. Additional questions were asked by Council Members, including if the City could afford this project; Director Roland stated there was a financing plan to cover the cost, which would be specified when it came before the Council. All Council Members stated they thought the plans looked very nice. Mayor Bailey stated Presbyterian Homes is also coming in with their proposals so he thought it would be a really nice quadrant of the community. Administrator Stevens asked if our sign would be the first one going in or if the Eightieth Street Crossing sign would be; Engineer Levitt stated the timeframe is to have plans and specifications before the City Council on May 4, the award of that contract on June 1, and would anticipate starting construction before the end of June so it would be completed by September 15, 2016. Administrator Stevens asked why it was called the Sieben bridge; she was advised it was named after Senator Mike Sieben, who helped get that bridge installed. She thought perhaps it should be listed as a State historic site and perhaps some type of a marker, explaining that to the public. 14. WORKSHOPS — CLOSED TO PUBLIC A. Closed session pursuant to Minn. Stat. 13D.05, Subd. 3(a) to conduct a performance evaluation. Motion by Council Member Thiede to close the meeting pursuant to Minnesota Statute 13D.05, Subdivision 3(a) to conduct a performance evaluation for Sue O'Connell. Seconded by Council Member Olsen. Motion carried 5-0. Motion by Council Member Olsen to re-open the meeting. Seconded by Council Member Peterson. Motion carried 5-0. The Mayor summarized the closed session by stating that a severance agreement is warranted and will be eventually recommended for Sue O'Connell at River Oaks Golf Course. City Attorney Land stated they've had a lot of changes with the River Oaks Golf Course and asked if it was time to move it over to the Parks & Recreation Department. City Council Meeting Minutes April 20, 2016 Page 10 Much discussion subsequently took place amongst the Council Members, Mayor Bailey, and Administrator Stevens, with the end result of Council Member Dennis remaining in his current position at the River Oaks Golf Course for the next two months to ensure that new staff inembers were hired, pointed in the right direction, and more of the proposed plans were put into action. 15. ADJOURNMENT Motion by Council Member Olsen, second by Council Member Peterson, to adjourn the meeting at 8:50 p.m. Motion carried: 5-0. Minutes prepared by Judy Graf and reviewed by Joe Fischbach, City Clerk.