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HomeMy WebLinkAboutMinutes i� ��tJV� �ri°t � y � ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ���� �ri e ar�d PC�� t MINUTES COTTAGE GROVE CITY COUNCIL September 19, 2018 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 5, 2018, 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; Les Burshten, Public Works Director; Joe Fischbach/HR Manager/City Clerk; Pete Koerner, Director of Public Safety; Jennifer Levitt, Community Development Director/City Engineer; Robin Roland, Finance Director. 4. OPEN FORUM Mayor Bailey opened the open forum and 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 to adopt the agenda; second by Council Member Dennis. Motion carried: 5-0. 6. PRESENTATIONS — None 7. CONSENT AGENDA 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 19, 2018 Page 2 A. Appoint Paige Miller and Grayden Bluhm as Youth Commissioners to the Parks, Recreation, and Natural Resources Commission in accordance with the recommend from Councilman Thiede and Commission Chair Zurbey. B. 1) Adopt Resolution 2018-118 declaring costs for hazardous property abatement. 2) Adopt Resolution 2018-119 to call a public hearing for October 3, 2018 for proposed hazardous property assessments. C. 1) Adopt Resolution 2018-116 declaring costs for tall weeds abatement. 2) Adopt Resolution 2018-117 to call for a public hearing for October 3, 2018 for proposed tall weeds assessments. D. Authorize issuance of a massage therapist license to Jennifer Couture to work at Oasis Wellness Center, 7424 East Point Douglas Road South. E. 1) Adopt Resolution 2018-122 approving the Stoneybrook Villas final plat for 38 lots of record, 6 outlots, and 2 common HOA lots. 2) Approve the Stoneybrook Villas development agreement with Stoneybrook Villas Development, LLC. F. Authorize the sale of a Bullard Thermal Imager per City policy regarding the disposition of surplus equipment. Council Member Thiede wished to pull Item A, Youth Seat Appointments to the Parks, Recreation and Natural Resources Commission for further comment and/or discussion. He stated that they needed to get some more students on the Commission, as they can talk to other kids their age and get them excited about parks and get information from them, etc. He and Commission Chair Zurbey talked to Paige Miller and Grayden Bluhm, who seemed a good fit for the Commission; he asked that tonight the Council approve their appointment to the Parks, Recreation and Natural Resources Commission. Motion by Council Member Mills to approve the Consent Agenda; second by Council Member Johnson. Motion carried: 5-0. 8. APPROVE DISBURSEMENTS A. Approve payments for the period of 9/5/2018 - 9/20/2018 for $1,407,138.00. Motion by Council Member Dennis to approve disbursements; second by Council Member Thiede. Motion carried: 5-0. 9. PUBLIC HEARINGS — None. 10. BID AWARDS A. HERO Center Bid Awards City Council Meeting Minutes September 19, 2018 Page 3 Staff Recommendation: 1) Adopt Resolution 2018-120 approving the Guaranteed Maximum Price Contract with RJM Construction in the value of$17,457,737. 2) Adopt Resolution 2018-121 rejecting all bids related to 11A - Fire Range System and establishing a new bid date of October 25, 2018. Community Development Director/City Engineer Jennifer Levitt stated that this bid award is a culmination of years of work by our team to bring this project to you tonight for a bid award. There were 105 bids received last week for 25 bid categories, which was a great bid turnout for this exciting project. The engineer's estimate was just over $17.5 million. Because it's absolutely crucial that we hit the project budget, we're recommending that we accept Alternate #1, a deduction for the tactical partitions, of $206,000. The Construction Manager process was used for the Central Fire Station with a Guaranteed Maximum Price contract, which worked out well. This evening those bids will be assigned to RJM, the Construction Manager on the project. As part of the Guaranteed Maximum Price, we're proposing $17,457,737. The City of Woodbury concurred with this Guaranteed Maximum Price on September 12. Three bids were received on 11A, the Fire Range System; unfortunately, there were problems with the three bidders. Therefore, we're proposing to reject all bids for the Fire Range System. We're anticipating that the three bidders will rebid on the project. The new bid date will be October 25, 2018. Council Member Thiede asked when we get the bids for the Fire Range System if the Guaranteed Maximum Price will not change; Director Levitt stated that's what they anticipate because they have a contingency in the $17.4 million budget. Motion by Council Member Dennis to Adopt Resolution 2018-120, approving the Guaranteed Maximum Price Contract with RJM Construction in the value of $17,457,737; second by Council Member Mills. Motion carried: 5-0. Motion by Council Member Thiede to Adopt Resolution 2018-121 rejecting all bids related to 11A— Fire Range System and establishing a new bid date of October 25, 2018; second by Council Member Johnson. Motion carried: 5-0. 11. REGULAR AGENDA A. Ravine Parkway Staff Recommendation: 1) Adopt Resolution 2018-123 authorizing the City to make payment to the appropriate state agencies, grant committees and commissions, or any other relevant parties in the amount of$51,910 for removal of a portion of SVVWD property from the DNR Conservation Easement and $1,420 for the temporary easement; and authorize City representatives to execute any necessary documents. 2) Approve and execute the Quit Claim Deed for 1.46 acres of land to the South City Council Meeting Minutes September 19, 2018 Page 4 Washington Watershed District. 3) Approve Change Order#1 for the Ravine Parkway Project in the amount of a $335,000 deduction. Director Levitt stated she'd explain the items above: 1) Regarding the DNR Conservation Easement over the SWWD's property, the City and the SWWD did a land exchange and we need to take .9 acres out of the DNR Conservation Easement; we received approval for that and the temporary easement, and we need to submit the payments. The Conservation Easement process has also delayed construction of the parkway. 2) As the project continued forward, it was learned that a survey error had occurred in the early 2000s when SWWD and the DNR actually entered into the Conservation Easement; it's an offset of a line of approximately 100 feet, currently shown as owned by the City. That land needs to be returned to the SWWD via a Quit Claim Deed for approximately 1.46 acres, which is a condition of approval for the DNR Conservation Easement. 3) Regarding the monument sign, in the Change Order we're proposing to deduct the actual larger monument proposed at Hinton Avenue and Ravine Parkway. Instead, we'll be constructing three monuments, one each at Hinton, Jamaica, and Keats Avenue. Director Levitt stated they're seeking recommendation from the Council regarding the monument options. On September 4, they spoke with the Arts Commission and reviewed a variety of options with them, incorporating themes and ideas mentioned by the Council. The Arts Commission recommended two logo options to bring before the Council. They felt stainless steel was the best option and liked the combination with the limestone, which they felt would be a timeless look on the parkway. They felt one of the panels would be more attractive to motorists and one was more representative of a ravine, so they'll be seeking feedback on those tonight. Stones could also be placed near the banners on the light poles. She described two options approved by Washington County for Hinton Avenue monuments. She reviewed the costs associated with the Change Order and the deadlines associated with completion dates. Staff would appreciate direction on the final monument type and logo signs. Council Member Thiede asked regarding the monuments if the plan was to have one eastbound and one westbound on Jamaica Avenue. Director Levitt stated both were included in the price and they'd contract directly for those stones. The steel work for those panels would also be contracted directly without markups through a general contractor. Discussion ensued regarding the Keats Avenue monument location with Director Levitt explaining that it would be installed in the median of Ravine Parkway as you enter onto it. When the road extends further to the east, they'd mirror the same median section and same treatments there. The materials for that would not be purchased until that time. Regarding the signage, Mayor Bailey stated that he liked the top of Panel A, but he could be convinced to change the ravine portion; he stated he's not a huge fan of a backward R and forward P on Panel B. Council Member Mills stated she thought Panel City Council Meeting Minutes September 19, 2018 Page 5 A had a cleaner look and would be easier to read. Council Member Dennis stated that Panel A really stood out to him as being the right way to go, and he felt this would look more consistent with others in the City. Council Member Johnson stated he liked Panel A, felt it was sharp, and he liked the ravine with the six different panels; he felt Panel A would stand out more than the others and was very impressed with the design. Council Member Thiede stated he also liked Panel A; he was very happy that they'd brought the Arts Commission into it. Mayor Bailey asked if the intent was to also change the monument by the government center, and Director Levitt confirmed that. Motion by Council Member Thiede to Adopt Resolution 2018-123 authorizing the City to make payment to the appropriate state agencies, grant committees and commissions, or any other relevant parties in the amount of$51,910 for removal of a portion of the SWWD property from the DNR Conservation Easement and $1,420 for the temporary easement, and authorize City representatives to execute any necessary documents; second by Council Member Dennis. Motion carried: 5-0. Motion by Council Member Mills to approve and execute the Quit Claim Deed for 1.46 acres of land to South Washington Watershed District; second by Council Member Dennis. Motion carried: 5-0. Motion by Council Member Dennis to Approve Change Order#1 for the Ravine Parkway Project in the amount of a $335,000 deduction; second by Council Member Thiede. Motion carried: 5-0. 12. COUNCIL COMMENTS AND REQUESTS Council Member Dennis stated that he wanted to talk about last Thursday night when many people in the community came together to celebrate the life of Heather Franck, the wife of Police Sergeant Brian Franck. Two fellow law enforcement organizations, the Woodbury Police and the Washington County Sheriffs Office, covered calls in our City so Cottage Grove personnel could attend the funeral service. He wanted to thank both Woodbury Public Safety Director Lee Vague and Washington County Sheriff Dan Starry for their assistance. Council Member Dennis wanted to create a City Council Commendation and asked that the document be signed by each Council Member and that it be sent to Director Lee Vague and Sheriff Dan Starry. Council Member Dennis made a motion to call for our City Administrator's annual review, to be consistent with what we did last year, as we will potentially be seeing some changes to the City Council team. He wanted to ensure that all five current City Council members have a chance to be able to participate in her review; second by Council Member Johnson, who stated he agreed with Council Member Dennis as he personally had felt very ineffective during his first review process as he'd only been on the Council for a short time. Motion carried: 5-0. Council Member Thiede stated that Oktoberfest will be on Sunday, September 23, at City Council Meeting Minutes September 19, 2018 Page 6 the Hope Glen Farm; it's always a very fun event and he encouraged everyone to attend. Mayor Bailey added that it's a fundraiser for our local Stone Soup Thrift Shop. Council Member Johnson stated that there will be a Central Fire Station open house on Saturday, October 13, during Fire Prevention Week. He'd attended a meeting there recently and it's a beautiful station. The Fire and EMS crews are able to stay there, and it's a shining example of how the City is committed to serving its citizens. He encouraged everyone to take a tour of that new facility. Council Member Johnson stated that tomorrow evening, September 20, is a meeting of Beyond the Yellow Ribbon. Membership is growing but he encouraged residents to look into it and get involved, as there are areas where they could use some help, and it's a great program. Council Member Johnson stated that yesterday he was able to get on a bus and tour the different developments in the City, both commercial and residential. He was very impressed with all that's going on in Cottage Grove; he wanted to commend our staff for keeping on top of everything and for all they do to keep things moving. The developers are happy to work with us, and there are many different housing options available for new residents and current residents, who might want to make a change to their current residence. Mayor Bailey stated that our local Chamber of Commerce will be celebrating its 50th Anniversary next Thursday evening at the River Oaks Event Center; all Council Members will be attending, as 50 years is a great accomplishment. Mayor Bailey stated that on Thursday, October 11, at 9:00 a.m., the official groundbreaking for the HERO Center will take place together with the City of Woodbury. He welcomed everyone to join in the celebration of this awesome facility. Mayor Bailey stated that previously there'd been a bit of an adversarial position between Cottage Grove and Woodbury; it's been nice to see that diminish and instead be working together with Woodbury for the common good. The HERO Center is just another example of that improved relationship with the City of Woodbury. 13. WORKSHOPS — OPEN TO PUBLIC — None. 14. WORKSHOPS — CLOSED TO PUBLIC — None. 15. ADJOURNMENT Motion by Council Member Johnson, second by Council Member Thiede, to adjourn the meeting at 7:38 p.m. Motion carried: 5-0. Minutes prepared by Judy Graf and reviewed by Joe Fischbach, HR Manager/City Clerk.