Loading...
HomeMy WebLinkAboutMinutes i� ��tJV� �ri°t � y � ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ���� �ri e ar�d PC�� t MINUTES COTTAGE GROVE CITY COUNCIL September 21 , 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 September 21, 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; Ryan Burfeind, Project Engineer; Les Burshten, Public Works Director; Joe Fischbach, HR Manager/City Clerk; Jennifer Levitt, Community Development Director/City Engineer; Rick Redenius, Fire Chief; Robin Roland, Finance Director; Craig Woolery, Public Safety Director; Gary Orloff, Streets Foreman. 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. Leland Mann, 8888 Greene Avenue South, asked about the 80th Street Crossing project, as he'd been gone for some time; he wondered if that was a private project or a City project. Mayor Bailey informed him it was a City project. He asked what the estimated cost of the project was when it was initiated and the current projected cost to complete it. Engineer Levitt stated that the cost is approximately $750,000, and it's estimated to come in on budget at this time. 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 September 21, 2016 Page 2 Paul Seaton, 6690 Goodview Court South, stated his property abuts the site selected for the new school. He felt the site selection was done in secrecy, without public input. The amount of acreage purchased was more than needed for the actual school. Another piece of property on Hinton Avenue and 65th, adjacent to the existing school, was available and the size of that property was closer to the size needed. He wondered why the Hinton Avenue/65th Street property wasn't part of the selection process. Mayor Bailey stated that this was a School District project, not a City project. So, the City also wasn't involved in the negotiations. Mr. Seaton felt that was a shame. He was advised to reach out to Ron Kath, Chair of the School Board, or other school board members for additional information on the process. As no one else wished to address the Council, Mayor Bailey closed the Open Forum. 5. ADOPTION OF AGENDA Motion by Council Member Olsen, second by Council Member Thiede, to adopt the agenda. Motion carried: 5-0. 6. PRESENTATIONS A. Minnesota Department of Health update on PFCs and information on Public Meeting scheduled for Monday, September 26. Mayor Bailey introduced Jim Kelly from the Minnesota Department of Health; he stated he was present to share some updated information. A press release was issued on August 23 regarding additional actions for PFC contamination; there were new health based guidance values, which would be applied to private wells (some located in Cottage Grove) contaminated with PFCs in South Washington County, and several actions were being taken by various agencies to address the situation. The Environmental Protection Agency (EPA) set new long-term health advisories for two of the PFCs in drinking water, which suggested a lower value was necessary to better protect public health, especially regarding fetuses and infants. There will be a meeting held on September 26, at the Cottage Grove City Hall; that will be an opportunity for residents to ask questions in a one-on-one setting with representatives from the Department of Health, the Pollution Control Agency, Washington County, and officials from the City of Cottage Grove. They will be there to simply answer questions and provide information. 7. CONSENT AGENDA A. Hazardous Property Abatement Assessments: Adopt Resolution 2016-142 and Resolution 2016-143 declaring costs and calling for a public hearing on the proposed assessments to abate hazardous conditions. B. Tall Weed Abatement Assessments: Adopt Resolution 2016-144 and Resolution 2016-145 declaring costs and calling for a public hearing to adopt assessments for the abatement of tall weeds. City Council Meeting Minutes September 21, 2016 Page 3 C. Peddler, Solicitor, and Transient Merchant Ordinance: Pass Ordinance 969 replacing Title 3, Chapter 4 of the Cottage Grove City Code regulating the conduct of peddlers, solicitors, and transient merchants. D. Firefighter Retirement Plan: Adopt Resolution 2016-152 approving a change to the firefighter association bylaws and Resolution 2016-146, authorizing the City to join the Voluntary Statewide Lump-Sum Volunteer Firefighter Retirement Plan administered by the Public Employees Retirement Association (PERA). E. Authorize issuance of a temporary 3.2% liquor license to the Cottage Grove Lions in conjunction with Zywiec's Haunted Halloween events on October 7, 8, 14, 15, 21, 22, 28, and 29. F. Authorize staff to appoint Tyler Olson as River Oaks Golf Manager at step C of Grade VII of the Non-represented Pay Plan. This appointment would be subject to a one-year probationary period and contingent upon achieving full PGA Certification within 24 months of September 19, 2016. Authorize placement of River Oaks Golf Maintenance operations under the direction of the Parks and Recreation Department. G. Arts Commission Meeting Minutes: Receive and place on file the approved minutes for the Arts Commission meeting on August 11, 2016. H. Call for Sale of General Obligation Improvement Bonds 2016B: Adopt Resolution 2016-147 calling for the sale of$4,400,000 General Obligation Improvement Bonds, Series 2016B. Council Member Dennis wished to pull Item F and Council Member Olsen wished to pull Item C for further discussion and/or comment. Council Member Olsen spoke about the Peddler, Solicitor, and Transient Merchant ordinance; he stated there was a City Code in place since 2003, which requires the above to obtain a license from the City. He stated some things in the Code will be changing and there will now be an appeal process should an applicant be denied a license. The City Clerk and the Deputy City Clerk work most closely on this with the City Attorney. City Clerk Fischbach reviewed the solicitor license application process, including background checks done with various local and state agencies. There is now going to be an appeal process if a license is denied. Council Member Olsen stated No Solicitor signs are available to residents at City Hall. He encouraged residents to always ask solicitors if they have a City license; if not, he stated the police should be contacted to respond and check on those individuals. City Clerk Fischbach stated there are two situations that will violate the ordinance: 1) Someone goes door to door and they're not carrying their solicitor license with them; 2) There is a No Solicitor sign at your residence, and someone still knocks and tries to sell something; that's a violation that makes their license subject to revocation. However, if someone is campaigning or going door to door, not selling anything, that contact is allowed and is not covered under the ordinance. There are also some exemptions, including local civic organizations (Girl Scouts, Boy Scouts, etc.); those are identified in the ordinance. City Council Meeting Minutes September 21, 2016 Page 4 Council Member Dennis spoke about the River Oaks management update. Tyler Olson has exceeded all expectations and displayed loyalty in his role as Golf Manager and he would ask the Council approve him as the full-time River Oaks Golf Manager. Council Member Dennis stated the feedback they've received from all of the customers has been very good. Council Member Olsen concurred with Council Member Dennis and stated there was quality service at River Oaks now; Tyler has done a marvelous job, and displays energy and enthusiasm at his workplace every day. Motion by Council Member Olsen to approve the Consent Agenda, second by Council Member Peterson. Motion carried: 5-0. 8. APPROVE DISBURSEMENTS A. Approve payment of check numbers 197849 to 198036 in the amount of $838,574.67 and EFT Payment of$558,802.08. Motion to approve disbursements by Council Member Peterson, second by Council Member Thiede. Motion carried: 5-0. 9. PUBLIC HEARINGS A. CSAH 19 Roundabout & East Point Douglas Road Improvements Projects 1) Hold the public hearing on CSAH 19 Roundabout and East Point Douglas Road Improvements Project. 2) Adopt Resolution 2016-148 approving the revised Feasibility Report. 3) Adopt Resolution 2016-149 ordering the CSAH 19 Roundabout Project and authorizing the preparation of plans and specifications. 4) Adopt Resolution 2016-150 ordering the East Point Douglas Road Improvements Project and authorizing the preparation of plans and specifications. Mayor Bailey stated Project Engineer Ryan Burfeind would be speaking on the CSAH 19 Roundabout and the East Point Douglas Road Improvements Project. Engineer Burfeind stated there will be a six-leg roundabout at CSAH 19 and East Point Douglas Road, which will include the northbound Highway 61 ramp; the roundabout is proposed to address increased traffic volumes and current safety concerns at that intersection. There will be trails and crosswalks, storm water basins, and roundabout lighting and landscaping in the center island. He displayed photographs of the proposed project and gave a detailed overview of the plan. East Point Douglas Road will also be reconstructed from Cottage View Drive, the eastern Walmart entrance, to CSAH 19 from the existing rural section to an urban curb and gutter section. He reviewed storm water management issues, as well as the sanitary sewer and water mains and how those would be completed. He spoke about the special assessment policy and stated they used the tiered assessment method; that's utilized to capture assessments for benefiting properties City Council Meeting Minutes September 21, 2016 Page 5 without front footage. He stated this was also used for the Highway 61 and Jamaica Avenue roundabouts. 98% of the benefitting area is currently commercial, industrial, or planned as part of the 2030 Comprehensive Plan, so the commercial industrial policy was applied. There were three tiers identified based on the proximity to the project and the trip generation. Regarding the CSAH 19 roundabout, it involves the future Cottage View development; assessments run approximately $330,000. He reviewed the properties involved and their proposed assessments, which ranged from $695 to $357,000. The assessments are based on the land area as well as the trip generation, which is where assessment disparity can be seen. Walmart is in the Tier 1 category, and Walmart had already paid $214,500 as part of their development contract for road improvements. Anything to the west of Walmart was not included, as they had paid as part of the Highway 61 and Jamaica Avenue roundabout project. The funding breakdown for CSAH 19 is a joint project with Washington County and the City; the total project cost is $3,100,000. Washington County's portion is estimated at $1,392,000 and the City of Cottage Grove's portion is $1,719,000. The assessment for the City's portion is approximately $807,434. East Point Douglas Road reconstruction is a City project that would be constructed as part of the CSAH 19 project. The total project cost is $1,317,000; the total estimated assessments are $440,989. Costs related to this project were presented to the City Council at the budget workshop on August 3, 2016. The Feasibility Report and call for public hearing occurred on August 10, 2016. The public hearing is tonight, September 21, and if the project is ordered, construction would begin in the spring of 2017 with estimated completion in the fall of 2017. Per Minnesota Statute 429, the resolution needs to be adopted by a 4/5 vote in order for the project to be ordered. He asked if there were any questions from the City Council. Questions regarding maintaining passage while construction is being done; how the tiered assessment amounts compared to the normal assessment process; and if there were any concerns with the proximity of this project to the river, the watershed, and the flow that the City currently experiences or the City is comfortable with the topography. He was asked to provide an overview of the underground work that will be taking place. Engineer Burfeind stated they'd started talking about traffic issues with Washington County. Based on the scope of the project, it's likely there'd be a phase construction, which would require closure of different legs at different points of time. Engineer Burfeind and Engineer both confirmed that traffic studies had been done and 3M had been notified and would be involved. Engineer Burfeind stated that the tiered assessment total was approximately $195,000, which was very close to the original amount anticipated. Engineer Burfeind stated regarding storm water runoff with the City Council Meeting Minutes September 21, 2016 Page 6 roadway, with the storm water basins being proposed, they were infiltration basins, which would take the majority of the runoff and infiltrate from there. The storm water basin near Walmart, which will be expanded, will handle all of the runoff from East Point Douglas Road. He felt they'd looked at that closely to ensure there'd be no negative impacts downstream. The water main and sanitary sewer extensions at CSAH 19 and East Point Douglas Road will be coming through the water utility and sanitary sewer funds. Trunk storm sewer fund with the basin at the Walmart entrance will serve as a larger basin for the future development area and that will be installed, as the road will be under construction so it will also be cost effective. Mayor Bailey stated they were trying to eventually get the power poles in that area underground, and he saw that those had been addressed in their notes. Council Members also asked about the basic timeline, when it would start and when it would end; they'd been hearing comments about the surface of the new roundabout at 70th and Jamaica and if this would be similar; it was asked if there'd be any other similar projects going on from spring to fall, 2017, and how that would affect the traffic flow. Engineer Burfeind stated they were looking at April or May to begin the project and have it end into the fall or winter. They wanted to make sure that they were achieving milestones in an efficient manner. He stated it would be a concrete roundabout; if the ride quality is not there, there are ways to address it and they're continuing to work on the 70th and Jamaica roundabout and still address it this fall. Engineer Burfeind stated he couldn't think of any similar projects going on at the same time, but he knew Washington County was looking at CSAH 22 from Hinton Avenue to Highway 61, which would take place at a similar timeframe. He felt that would not impact this project, but they didn't want to put too much traffic on one roadway or having negative impacts. Mayor Bailey opened the public hearing and invited anyone who wished to address the Council on this issue to do so. Gerry Herringer, 1731 Innsbruck Parkway, Columbia Heights, stated he was an owner of the Cottage View Drive-In theater and the residue land. He stated he'd been working very closely with staff, but he felt they were moving in the right direction. He felt the assessments were a bit mind boggling but thanked the City for working with them. Jim Ross, 9430 East Point Douglas Road, stated he agreed with Mr. Herringer that the City staff had been open to meeting with them and had been available. Mr. Ross had a question about Walmart's contribution, as they were going to be the immediate benefactor of the road improvements and the roundabout. He questioned Walmart's assessment since they're the major benefactor of the projects. Engineer Levitt stated when Walmart petitioned the City for the improvements at East Point Douglas Road, they paid for all of the extensions of the utilities (storm sewer, sanitary sewer, and water), and they also paid half of East Point Douglas Road. They paid that in addition to the $214,500. The VFW's assessments were deferred so they weren't burdened to buy the extension in the road improvements for another property. As no one else wished to speak on this item, Mayor Bailey closed the public hearing. City Council Meeting Minutes September 21, 2016 Page 7 Motion by Council Member Dennis to adopt Resolution 2016-148 approving the revised Feasibility Report, second by Council Member Olsen. Motion carried: 5-0. Motion by Council Member Thiede to adopt Resolution 2016-149 ordering the CSAH 19 Roundabout Project and authorizing the preparation of plans and specifications, second by Council Member Dennis. Motion carried: 5-0. Motion by Council Member Peterson to adopt Resolution 2016-150 ordering the East Point Douglas Road Improvements Project and authorizing the preparation of plans and specifications, second by Council Member Thiede. Motion carried: 5-0. 10. BID AWARDS — None. 11. REGULAR AGENDA A. Preliminary 2017 Property Tax Levy Adopt Resolution 2016-151 approving the Preliminary 2017 Property Tax Levy. Finance Director Robin Roland stated this is the beginning of the end of the budget process for 2017, which was started earlier this year, when the Council and City staff members developed the Strategic Plan. There were some areas of concerns, including the business environment, the organizational culture, and the quality of life. Those themes were then developed into strategies for positioning for growth, forming the organizational culture, making Cottage Grove a recreational destination, engaging the community, and forming the vision. Those were gleaned further down to specific items, which the Council and staff were dedicated to 2016 and 2017 and on, into 2018. Those became the items that were focused on regarding the budget process for 2017. This is the preliminary levy for 2017; as a requirement of State Statute, they must have Council identify the preliminary levy and adopt it before September 30. The preliminary levy must be adopted; a levy cannot go up from this point but may go down. The property tax levy for 2017 is proposed at $14,772,900; this is a 4.99% increase over the 2016 levy of$14,070,800. The majority of the revenue increase in the property tax is to the General Fund. The tax base in Cottage Grove is proposed to increase for 2017 by 4.3%; this is higher than 2016, and the property tax capacity has actually increased over the last years from 2013 to 2017 by over 29%, which is a great recovery from the 2008- 2009 timeframe. The 4.99% is important to remember because in Cottage Grove the County estimates the average residence will increase in value by 0.8% in 2017. Other properties, such as new residences being built and also commercial properties, are actually increasing the City's tax base. It's anticipated that a house that was worth $210,700 in 2016 will be worth $212,400, and the City tax on that particular property will stay approximately the same. It's always good to see property values go up; the actual City Council Meeting Minutes September 21, 2016 Page 8 effect on taxes for properties in the City is approximately $11 over the course of 12 months. The valuation of 0.8% is the majority of the 1% change in the City tax amount. The majority of the revenue in the General Fund, 82%, is property tax driven. The other amounts shown include inter-government transfers, which includes a $75,000 payment from local government aid, charges for services, which reflect money collected for building permits, and engineering and administrative services that take place in the City. Expenditures go toward personnel services, 69%, salaries and benefits and required tax withholdings for both FICA and PERA. The increases required in contracts with City employees will drive the increases in FICA and PERA withholdings; that's a 2.75% increase in wages. There's also a 5% increase in the cost of employee health insurance. Director Roland reviewed the other expenditures. Director Roland reviewed the budget increases and decreases by various City Departments. She discussed various increases to the budget, including additional employees, interns, Strategic Plan personnel increases, as well as costs for community involvement, another part of the Strategic Plan. Once the preliminary levy is adopted, the numbers go to Washington County; Washington County then sends out Property Tax Truth in Taxation Notices, which arrive at households in November. They identify the taxes that will be paid in 2017 and the date and time where they can come and be heard regarding their tax notice. On December 7, the final tax levy and the 2017 budget will be adopted. Council Member Thiede thanked the City staff for their hard work throughout the year, with preparation of the budget, and the ability to keep the tax levy low. Mayor Bailey asked if anyone wished to address the Council on this issue. An unidentified resident stated he'd been working with Engineer Levitt regarding the property tax levy and wondered if they could talk about that. Engineer Levitt stated they had anticipated they'd have the 65th Street public hearing this evening, but things had not progressed, so the public hearing will take place once some of the issues with that project are resolved. She indicated that would be the discrepancy in the levy he's talking about. Mayor Bailey advised that residents will receive a notice when the public hearing will take place; however, the City's not been able to come to an agreement with Washington County and the School District on the cost sharing. They're still working on that so the cost share between the different parties involved is not yet available. Residents will receive a notice of the public hearing once the issues have been resolved. Council Member Olsen wanted to make sure citizens understood what was done with the levy this year was commensurate with growth in the tax base; the gap is very minimal. He thought it was worth mentioning that the growth in tax base is largely due to the fact that the City staff worked extremely hard on synergy regarding development, City Council Meeting Minutes September 21, 2016 Page 9 both residential and commercial. He thanked everyone involved in the budget process this year. Motion by Council Member Olsen to adopt Resolution 2016-151, approving the Preliminary 2017 Property Tax Levy, second by Council Member Thiede. Motion carried: 5-0. 12. COUNCIL COMMENTS AND REQUESTS Council Member Dennis stated he was always amazed at the generosity of the people in the community. This past weekend he had the chance to work along with the Firefighters in a process called "Fill the Boot." Firefighters worked at the Shoppes at Almar Village and also at Cub Foods to raise money; he asked Fire Chief Redenius to step forward and give more information. Chief Redenius stated the coordinator of the event was Firefighter-Paramedic Cody Thornberg. After two days of giving at two locations, the total received was just shy of$8,900. They surpassed last year's amount by almost $4,000. Council Member Olsen stated a Commission Chair had made a request that they start each Commission Meeting with the Pledge of Allegiance. He told the Commission Chair that he thought he had the ability to do that if he chose, but he wondered if that was something that needed to be codified so that Commission Meetings also follow the same agenda that a Council Meeting would regarding starting each meeting with the Pledge. Administrator Stevens stated she didn't think the Council needed to codify that; if that was a desire, the staff liaisons could simply add that to the agenda or it could be left to the discretion of the Chair. Council Member Olsen stated there was a news story on KSTP approximately a week ago regarding the potential for lead in school water supplies. He wanted residents to know that it's on the radar of the City, the City Council, and many of our elected officials. He stated that the School District had made a comment in a news report that testing had not taken place since 2000 because the testing guidelines were a recommendation versus a mandate. He knew there was going to be state legislation asking that this sort of testing be mandated, although he didn't know if that legislation would get passed. He stated the City would stay on top of this issue. Council Member Olsen stated on Sunday there was a fundraiser at Woodridge Park for the Inclusive Playground. He wanted to thank Administrator Stevens for attending, as well as the Cottage Grove Lions, County Commissioner Karla Bigham, and many others, as they had quite a nice turnout and everyone was having a good time. Council Member Thiede stated Fran Hemmesch, the long-time cable TV administrator, plans to retire, so the Commission is actually looking for a new administrator. If there's anybody out there who thinks they might be qualified or knows someone who is, they can go to �r�r�r...�����...r�r.� and see the job posting. City Council Meeting Minutes September 21, 2016 Page 10 Council Member Peterson stated there will be a Fire Department open house on Saturday, October 15, at Fire Station 2, on 80th Street. She encouraged everyone to attend. Mayor Bailey stated last Sunday they had a walk and fundraiser for the all Inclusive Playground; their ultimate goal is $751,000 to build the park. They had still needed approximately $250,000. Thrivent asked what they could to help out in the City of Cottage Grove. Mayor Bailey thought the Inclusive Playground was perfect so Thrivent put all the money together for all of the food, games, the shirts, the walk, and the bouncy house. There were also community volunteers, including the Cottage Grove Lions, who served all the food. Thrivent presented the City with a check for $12,500, so right now the total raised from that day is just above $16,000. He thanked Thrivent for their assistance. Kim Graf had run one of the games; she stated whatever was made on the game, she would match. Therefore, Ms. Graf is committing an additional $500 in funds to the all Inclusive Playground. He thanked the Lions for their help and stated Pat Forsythe of the Lions gave him a call today and said they're passionate about this park, too, and we want to do more. Therefore, the Cottage Grove Lions has committed $10,000 to the Inclusive Playground; Mr. Forsythe also informed Mayor Bailey that the St. Paul Park-Newport Lions have also committed $10,000 to the Inclusive Playground, with a match from the Lions Club International of$10,000, so they're now up to $40,000. They're working with some more of their Lions Clubs, including Hastings, etc. Council Member Olsen mentioned Samantha Crabtree would also be having a fundraiser on October 2 at Woodridge Park; it's a shopping event, in the afternoon. Mayor Bailey felt they'd meet their goal of$751,000 by the end of the year and would be able to fully build the park next year. Mayor Bailey thanked all of the volunteers and the Lions for their help and support. Mayor Bailey also commented on the report of lead in the schools. He asked Public Works Director Les Burshten about the water in Cottage Grove; Director Burshten informed him that the lead in the water is already tested in the City. He was advised that the City is below the limits, but they were concerned about water fountains in the parks, etc. Mayor Bailey stated the previous evening they had the first meeting of"My Future Cottage Grove" and over the next six months or so will be obtaining information from a variety of people throughout the community. The first official town hall meeting will take place on October 11 at the City Hall training room; all ages are welcome. There are also community chalkboards throughout the City with questions about how citizens feel about Cottage Grove. Tomorrow one will be at the Farmers Market at the United Church of Christ, this weekend they will be at Lamar Field, and there will be one at City Hall. The chalkboards will be moved around the community; the chalkboard locations will be posted on the City's website and also on the City's Facebook page. City Council Meeting Minutes September 21, 2016 Page 11 Mayor Bailey stated the Holiday Train will be on Friday, December 9 this year; the time is not yet known. It will be taking place somewhere along West Point Douglas Road; because of new development taking place in that area, however, the exact location has yet to be determined. 13. WORKSHOPS — OPEN TO PUBLIC — None. 14. WORKSHOPS — CLOSED TO PUBLIC — None. 15. ADJOURNMENT Motion by Council Member Olsen, second by Council Member Thiede, to adjourn the meeting at 8:46 p.m. Motion carried: 5-0. Minutes prepared by Judy Graf and reviewed by Joe Fischbach, HR Manager/City Clerk.