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HomeMy WebLinkAboutMinutes i� ��tJV� �ri°t � y � ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ���� �ri e ar�d PC�� t MINUTES COTTAGE GROVE CITY COUNCIL February 15, 2017 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 February 15, 2017, 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, 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 Wayne Johnson, Council Member La Rae Mills, and Council Member Dave Thiede. Also present were: Charlene Stevens, City Administrator; Korine Land, City Attorney- LeVander, Gillen & Miller, PA; Ryan Burfeind, Assistant City Engineer; John Burbank, Senior Planner; Les Burshten, Public Works Director; Joe Fischbach, HR Manager/City Clerk; Jennifer Levitt, Community Development Director/City Engineer; Robin Roland, Finance Director; Craig Woolery, Director of Public Safety; Becky Ahlvin, Management Assistant. 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 Thiede, second by Council Member Dennis, 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 February 15, 2017 Page 2 A. Eagle Scout Award — Brady Burbank (Troop 72) Mayor Bailey stated the City recognizes those Boy Scouts who live in Cottage Grove who receive the Eagle Scout Award; their names are added to a plaque of Eagle Scouts in City Hall. Mayor Bailey presented Brady with a plaque and invited him to tell everyone what he had done to achieve the Eagle Scout Award. Brady stated that he built benches for the Norris Square retirement home, as they had constructed a new fire pit and were in need of some benches. Brady stated he came up with the plans, and he and his troop subsequently built the benches. Brady was congratulated by Mayor Bailey and all of the Council Members for a job well done. B. Citizen Life-Saving Award Presentation and Recognition Staff Recommendation: Present Karin Mae Herder, Ed Cassidy, Patrick Zittel, and Steve Smalley with Citizen Life-Saving Awards and recognize the life-saving efforts of these four citizens. Public Safety Director Craig Woolery spoke about these awards. Director Woolery asked Karin Mae Herder, Ed Cassidy, and Patrick Zittel to step forward; he explained that Dr. Steve Smalley, the attending physician at Regions Hospital, was out of the country so could not be present tonight. Director Woolery also asked some of the Cottage Grove First Responders and members of the duty crew to step forward. Director Woolery stated that on October 23, 2016, at Park High School in Cottage Grove, during a sports event, a referee, Thomas Lyle, collapsed; he was unresponsive, pulseless, and was not breathing. Without hesitation, four citizens immediately stepped up to aid Mr. Lyle, and each had a significant part in the lifesaving CPR efforts of Mr. Lyle, prior to the arrival of an ambulance. Mr. Lyle is alive and well today; unfortunately, he had a scheduling conflict so could not be present. The Public Safety Department has a Citizen Life-Saving Award to be awarded to a member of the community who performs a lifesaving act to a community member, which will be awarded to each of the four this evening. Director Woolery stated February is also American Heart Month; when citizens step up and intervene to take action, it truly makes a difference as minutes count in a cardiac arrest. On behalf of the Council, Mayor Bailey thanked the citizens for stepping in to help Mr. Lyle, thereby saving his life. He read the Citizen Life-Saving Award aloud and then presented the awards to Ms. Herder, Mr. Zittel, and Mr. Cassidy, all of whom were once again thanked and congratulated for their lifesaving efforts. 7. CONSENT AGENDA City Council Meeting Minutes February 15, 2017 Page 3 A. Adopt Resolution 2017-011 approving changes to the Right-to-Know Policy. B. Reappoint Commissioners to the Arts Commission; Parks, Recreation and Natural Resources Commission; Public Services Commission; Planning Commission; and Advisory Committee on Historic Preservation per Joe Fischbach's memo dated February 10, 2017. C. Authorize issuance of a single-occasion gambling permit to Cottage Grove Area Strawberry Festival, Inc. for a raffle at Park High School on 6-19- 2017. D. Adopt Resolution 2017-013 calling a Public Hearing on March 15, 2017 regarding Allina Health Revenue Bonds. E. Nominate Jack Lavold to be reappointed to the South Washington County Watershed District Board of Managers. F. Adopt Resolution 2017-014 calling a Public Hearing on March 15, 2017 to consider Capital Improvement Plan debt. G. 1) Adopt Resolution 2017-012 approving the Grayson Meadows final plat. 2) Approve the Grayson Meadows development agreement with D.R. Horton. 3) Adopt Resolution 2017-017 approving the plans and specifications for Grayson Meadows. H. Adopt the 2017 — 2021 Capital Improvement Plan document and Adopt Resolution 2017-016 approving a Comprehensive Plan Amendment to include the 2017 2021 CIP. I. 1) Adopt Resolution 2017-015 approving the Brown Farm Division preliminary and final plat. 2) Approve the Brown Farm Division development agreement. J. Adopt Resolution 2017-020 prohibiting parking of vehicles at all times along both sides of CSAH 22 (70th Street) from the west city limits of the City of Cottage Grove to CSAH 13 (Hinton Avenue) (S.A.P. 082-622-015 and S.A.P. 180-020-010). K. Adopt Resolution 2017-019 approving the plans and specifications and establishing a March 23, 2017 bid date for the 2017 Pavement Management Project, Districts B1 & F3. L. 1) Pass Ordinance 975 repealing Title 3, Chapter 3, Liquor Control, and enacting Title 3, Chapter 12, Liquor Control. 2) Pass Ordinance 976 enacting Title 3, Chapter 13, Mobile Food Unit Regulations. M. 1) Adopt Resolution 2017-018 approving the plans and specifications and establishing a March 30, 2017, bid date for the 65th Street, Geneva Avenue, and New Oltman Middle School Improvements. 2) Approve and execute the assessment waiver agreement between the City of Cottage Grove and Richard and Allison Leicht. 3) Approve and execute the assessment waiver agreement between the City of Cottage Grove and Bailey Nurseries, Inc. 4) Approve and execute the temporary constructions easement agreement between the City of Cottage Grove and Richard and Allison Leicht. City Council Meeting Minutes February 15, 2017 Page 4 N. Authorize staff to reject all bids for the Water Meter and Radio Transmitter Replacement Project. O. 1) Adopt Resolution 2017-021 approving the CSAH 19 & East Point Douglas Road plans and specifications. 2) Adopt Resolution 2017-022 approving the Limited Use Permit with MnDOT for the construction, operation, and maintenance of trails with MnDOT right-of-way. 3) Adopt Resolution 2017-023 restricting parking along East Point Douglas Road from Cottage View Drive to CSAH 19 (SAP 180-020-009 & SAP 180-112- 011). 4) Approve the Cooperative Agreement with Washington County for design and construction of the CSAH 19 Roundabout and East Point Douglas Road improvements. 5) Approve the contractual agreement with Xcel Energy for undergrounding of overhead lines in the amount of $197,570,916. 6) Approve the Assessment Appeal Waiver for 9430 East Point Douglas Road. 7) Approve the Assessment Appeal Waiver for Cheery Company LLP and Apache Chief Theatre Company LLP. Council Member Mills wished to pull Item B, Council Member Johnson wished to pull Item H, and Mayor Bailey wished to pull Item O for further comment and/or discussion. Council Member Mills wanted to thank all of the Commissioners who do so much for the City; there are reappointments tonight with some Commissioners serving another term: Meg Bjorkman and Leroy Johansen, Arts Commission; Daniel Bonneson, Charlie Lentz, Mike Zurbey to the Parks, Recreation and Natural Resources Commission; Lise' Alden- Rediske, Bob Campbell, Kent Griffith, and Peter Staloch to the Public Services Commission; Jan Japs, Verlyn Lindeman, and Corinne Marz to the Advisory Committee on Historic Preservation; Kim Graff to the Planning Commission. Also, the youth seats on the Commissions allow youth to participate in local government Commissions; those reappointments include: Cassie Klinga to the Arts Commission; Joseph Johnston to the Environmental Commission; and Jack Reimann to the Parks, Recreation and Natural Resources Commission. Council Member Mills thanked all of the Commissioners for their work. Mayor Bailey stated on Item O, the CSAH 19 and East Point Douglas Road Improvements, Washington County Commissioner Karla Bigham would speak on this; he thanked her for getting this project started in Cottage Grove. Commissioner Bigham stated this project will involve the closure of Ravine Park. It will involve installation of a roundabout by East Point Douglas Road and a new entrance off of CSAH 19 for Ravine Park; the CSAH 19 project will begin in June and will continue through the remainder of 2017. The Ravine Park renovation will begin in March; the park will close on March 1, and it will be closed until it's done. The reason for the park closure is due to public safety concerns, and with the park closed, that will hopefully speed up the work. Mayor Bailey stated CSAH 19 and East Point Douglas Road will be closed for periods of time; MnDOT will also be doing repairs to the bridge itself, so they'll be doing their work at that same time. Commissioner Bigham stated this project will act as the anchor for business in that part of the community with some much needed improvements. While City Council Meeting Minutes February 15, 2017 Page 5 Ravine Park is closed, Mayor Bailey encouraged citizens to explore and walk in one of the City's many other parks and trails. Council Member Johnson wished to comment on Item H, the 2017-2021 Capital Improvement Plan (CIP). Council Member Johnson stated when they'd had the Workshop he felt the City was going to look into some of the Pavement Management Projects to see how that would affect the CIP. He thought it would come back to the Council to see what was possibly going to be put off for budgetary purposes, but now it's on the Consent Agenda; he wondered why that happened. Finance Director Robin Roland stated she hadn't come away from that Workshop with a direction or a consensus from the Council Members; there was no particular direction given. Those projects are slated for 2018 and 2019; therefore, they could be revisited in more detail. By the time they get to the 2018 budget, there will be more information and an understanding of how the Hero Center plays into that. By moving the Pavement Management or the 80th Street projects, they don't bond for pavement management until after the project is done; those bonds would not be issued until late 2018 or early 2019, which wouldn't have an impact on the tax levy until the following year. They'll be discussing these items more as the year goes along. Council Member Johnson confirmed with Director Roland that these amounts were not locked in and the Council wasn't giving approval to move forward with anything; it's more of a guideline to be revisited again for final approval. Mayor Bailey stated the farther out they push the projects, the more expensive they get. He knew that 80th Street was an MSA-qualifying road; he knew they were using a lot of MSA funds throughout the community with other projects. He wanted to know what, if any, impact that would have; he'd want to know that once they got into budget discussions. Council Member Thiede stated he knew each project would need approval by the Council, but he felt the tax increase for the homeowners should be zero. He stated they still had work to do on the property tax increase. Motion by Council Member Johnson to approve the Consent Agenda, second by Council Member Mills. Motion carried: 5-0. 8. APPROVE DISBURSEMENTS A. Approve payment of check numbers 199807 to 199924 in the amount of $238,594.08 and EFT Payment of$408,356.97. Motion to approve disbursements by Council Member Thiede, second by Council Member Dennis. Motion carried: 5-0. 9. PUBLIC HEARINGS A. Carbone's Pizza Liquor License City Council Meeting Minutes February 15, 2017 Page 6 Staff Recommendation:Authorize issuance of On-sale intoxicating and Sunday Liquor Licenses to Carbone's Pizza of Cottage Grove, Inc., authorize waiver of the investigation fee, and authorize a prorated refund of 2017 On-sale Wine (with Strong BeerAuthorization) and On-sale 3.2% Malt Liquor License fees. City Clerk Joe Fischbach stated Carbone's had approached the City with an expansion project, which would increase their liquor license from an On-sale Wine/Strong Beer and On-sale 3.2% Malt Liquor to an On-sale intoxicating and an On-sale Sunday liquor license. As part of that upgrade, a public hearing is needed. The Public Safety Department looked at the application and recommended approval. Staff recommends that Council hold the public hearing and recommend approval of the liquor license, as submitted. Mayor Bailey opened the public hearing. As no one wished to speak, Mayor Bailey closed the public hearing. Mayor Bailey asked the Applicant when it would be open; they stated they hoped it will be open in a couple of weeks. Motion by Council Member Dennis to approve issuance of an On-sale intoxicating and Sunday liquor license to Carbone's Pizza of Cottage Grove, Inc., authorizing waiver of the investigation fee and authorize a prorated refund of 2017 On-sale Wine (with Strong Beer Authorization) and On-sale 3.2% Malt Liquor License fees; second by Council Member Thiede. Motion carried: 5-0. 10. BID AWARDS — None. 11. REGULAR AGENDA A. Classification and Compensation Study Staff Recommendation: Approve the proposal to conduct a Classification and Compensation Study with Springsted in the amount of$38,500. City Administrator Charlene Stevens stated this Classification and Compensation Study would include approximately 82 positions; proposals were sought and three were received. Three firms were recommended; it was the recommendation of the Committee to hire Springsted & Associates. There was a Workshop with the Council to answer some questions and explain the process: It's a two-part study, the first to review our classifications and job descriptions and make sure they're up to date; regarding compensation, ensure that a position in one department is comparable to another or there's a reason why positions are paid differently. There would also be a market study done to give us better information. The Committee still recommends that we proceed with Springsted; $25,000 was budgeted in the General Fund for this, and she reviewed some other options for funding, including the insurance fund. The project will also begin City Council Meeting Minutes February 15, 2017 Page 7 a bit later than anticipated so this will be in the 2019 budget cycle versus the 2018 budget cycle. Administrator Stevens stated she and Clerk Fischbach would be happy to answer any questions from Council. Council Member Thiede stated he felt the cost for the study was too much for what it was going to provide. Council Member Johnson stated he also was not in favor of the study; he felt available compensation figures, for union versus non-union employees, and public employees' pay is readily available from other cities and could be obtained internally. Administrator Stevens stated while public salaries are available, it's a rather arduous process; it was looked at doing it internally, but it would take quite a bit of time and would take away from the employee(s)' other responsibilities. She felt the study would help update the current job descriptions. Council Member Dennis stated he was going to recuse himself from this vote because his family member is currently on the payroll; he wanted to be honest and transparent about that. Council Member Mills stated she felt the $38,500 cost held value and it would be good for the City as we move forward. Using an outside source would remove any bias. Mayor Bailey stated $25,000 had been budgeted; when the cost was higher, staff felt having an outside source do the study would be helpful. If this moves forward, Mayor Bailey felt the entire cost should be funded out of the insurance fund. Administrator Stevens stated they could take another look at this and perhaps the timing for this was just not right to move forward with it at this time. They could do the compensation study internally but not the classification portion. Council Member Johnson asked if she wanted to table it for now; Administrator Stevens thought they might table it indefinitely. Motion by Council Member Johnson to table the Classification and Compensation Study, second by Council Member Thiede. Motion carried: 4-0. Council Member Dennis abstained from the vote. 12. COUNCIL COMMENTS AND REQUESTS Council Member Mills stated the Stone Soup Thrift Shop is changing their hours to include some evening hours; she encouraged everyone to check their website for details. Council Member Mills stated registration is open for the talent show for the Strawberry Fest; you can find the application on the website. If you're a vocalist, you might qualify for the Minnesota Sings contest; that will take place in September. Council Member Mills stated if you're an artist or know an artist, they're currently accepting applications for Artist of the Month with the Art Commission; check that out on the Cottage Grove website and search with the word artist, which will bring you to the application. City Council Meeting Minutes February 15, 2017 Page 8 Council Member Dennis stated there's a group of 10 friends who play a Fantasy Football League every year; the cost is $25 each and whoever wins ends up making a donation to a charitable cause. This year former Council Member Justin Olsen was the winner; he decided to make a donation in the amount of$250 to the City of Cottage Grove to be earmarked for the Arts Commission, which he thought was fantastic. If anyone else wants to donate to a good cause, the Arts Commission would certainly appreciate it. He thanked Justin Olsen for his donation. Mayor Bailey stated the Friday Fish Fry will begin at The Eagles Bar and Grill on February 24, and it will be every Friday in Lent, through April 14. He encouraged everyone to attend. Mayor Bailey stated on March 15, he will be doing a Mayor's State of the City, prior to the Council Meeting that evening; it will be his opportunity to share with the public what's been accomplished and what lies ahead in 2017 and 2018. That will be televised live on cable access and Facebook Live; KDWA Radio in Hastings is also interested in simulcasting that. He encouraged everyone to watch/listen to that. Mayor Bailey stated there's a fairly new event on the morning of March 25, Kid Fest, a community recreational event for all kids at the Cottage Grove Ice Arena. Further information will be available as the date draws closer. 13. WORKSHOPS — OPEN TO PUBLIC — CONFERENCE ROOM A. City Council Computer Needs Review Staff Recommendation: Discuss City-issued devices for Mayor and Council along with the policies. Administrator Stevens stated they were looking at options for technology take-home devices for the City Council; she asked Brian Bluhm, the MIS Coordinator, to speak with the Council about the options. Coordinator Bluhm stated the Council Members could continue to use their own personal devices, but the City could not support their home devices. He stated the City could provide them with a device, a Surface Pro, which is basically a laptop; it's a full computer with office programs. It could also be remotely supported; all City devices have to be signed for and City policies need to be followed, etc. Mayor Bailey stated the screen on the Surface Pro is larger than the iPad, which makes it easier for him to read. He asked if they'd continue to offer the tablets to the various Commissions; he was advised yes, that would continue. The Council was advised the City calendar would also now be accessible to them with Microsoft Outlook. Personal email versus City email, various security issues, and email retention issues were discussed. Coordinator Bluhm advised that it was only the two IT employees had City Council Meeting Minutes February 15, 2017 Page 9 access to emails, and they don't look at emails unless they're asked to do so. Attorney Land stated if there's a proper request, the City doesn't have the right to refuse the request to produce emails; she recommended all Council Members convert to City email, as she felt that was the best option. Attorney Land stated there's current legislation regarding whether all emails should be saved for a certain period of time or whether there are certain classes of mails that can be deleted. Emails that are kept allow the City authority to go through them because those are subject to the Data Practices Act. Coordinator Bluhm stated once a City email is deleted, the City can only recover emails for a limited amount of time; they're looking at changing policies to actually delete emails after 60 days. Attorney Land stated as long as there's a policy on email communications, that's fine. Coordinator Bluhm stated data retention guidelines assist and allow for them to delete data as soon as possible. Administrator Stevens stated they were looking for feedback on whether the Surface Pro type of device would meet the Council Members' needs and allow them to have a take-home device. Mayor Bailey stated he'd prefer that and have everything on one device. Council Member Mills concurred. Administrator Stevens asked if there was a consensus to move forward with these devices so they'd know how many to order, and if Council Members wished, they could continue to use their own devices. Coordinator Bluhm stated they would most likely arrive within a week after they were ordered, but they'd also need a day or two to set them up and, if requested, would also train the Council Members on various applications. 14. WORKSHOPS — CLOSED TO PUBLIC A. Closed Session Pursuant to MN Statute 13D.05, Subd.(3)a to Conduct a Performance Evaluation Motion by Council Member Johnson, second by Council Member Thiede, to close the meeting pursuant to Minnesota Statute 13D.05, Subd. (3)a to conduct a performance evaluation of City Administrator Charlene Stevens. Motion carried 5-0. Motion by Council Member Mills, second by Council Member Johnson, to end the closed session and reconvene the open meeting. Motion carried 5-0. 15. ADJOURNMENT Motion by Council Member Thiede, second by Council Member Dennis, to adjourn the meeting at 10:00 p.m. Motion carried: 5-0. Minutes prepared by Judy Graf and reviewed by Joe Fischbach, HR Manager/City Clerk.