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HomeMy WebLinkAboutMinutes i� ��tJV� �ri°t � y � ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ���� �ri e ar�d PC�� t MINUTES COTTAGE GROVE CITY COUNCIL November 7, 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 November 7, 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: Korine Land, City Attorney-LeVander, Gillen & Miller, PA; Ryan Burfeind, Assistant City Engineer; Les Burshten, Public Works Director; Zac Dockter, Parks and Recreation Director; Joe Fischbach, HR Manager/City Clerk; Pete Koerner, Director of Public Safety; Jennifer Levitt, Community Development Director/City Engineer; Robin Roland, Finance Director; Greg Rinzel, Police Captain. 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. CITY OF COTTAGE GROVE • 12800 Ravine Parkway • Cottage Grove, Minnesota 55016 www.cottagegrovemn.gov • 651-458-2800 • Fax 651-458-2897 • Equal Opportunity Employer City Council Meeting Minutes November 7, 2018 Page 2 6. PRESENTATIONS — None. 7. CONSENT AGENDA A. Approve the October 3, 2018 City Council Special Meeting Minutes. B. Approve the October 3, 2018 City Council Regular Meeting Minutes. C. Approve the October 17, 2018 City Council Regular Meeting Minutes. D. Proclaim Saturday, November 24, 2018 as Shop Local and Small Business Saturday in the City of Cottage Grove. E. Receive River Oaks/Eagles 3rd Quarter Report. F. Approve the Cooperative Agreement between Washington County and the City of Cottage Grove for maintenance of CSAH 20 (Jamaica Avenue) from 70th Street to Military Road. G. Approve the issuance of rental licenses for the properties in the attached table. H. Accept and place on file the minutes from the Planning Commission meeting on September 24, 2018. I. Adopt Resolution 2018-138 awarding the Ideal Park Pond (TG-P3) Storm Pipe Repair Project to Nadeau Companies, LLC, in the amount of $28,914. J. Adopt Resolution 2018-139 calling the required Public Hearing on issuance of Capital Improvement Bonds of 2019A for December 5, 2018. K. Authorize staff to send a comment letter to Washington County regarding their draft 2019-2023 Capital Improvement Program (CIP). L. Approve the contract for boulevard tree trimming with Precision Landscape and Tree in the amount of$150,202.50 for 2018-2019 and 2019-2020. M. Approve the two-year service agreement with Precision Landscape and Tree for the 2018-2019 Ash tree removal in the amount of$83,055. N. Adopt Resolution 2018-140 authorizing acceptance of grant funding from the Minnesota Department of Natural Resources in the amount of$28,000 to be used towards managing Emerald Ash Borer. O. Approve the agreement between Washington Conservation District and members of the 2019-2021 East Metro Water Resource Education Program at a cost of$2,700 per year. P. Enter into purchasing agreement with Club Car for 75 golf carts with a trade in of 75 golf carts for total cost of$210,307.50. Q. Adopt Resolution 2018-142 amending Stoneybrook Villas Final Plat Resolution 2018-122 so the resolution and development agreement are consistent regarding timing of recording of the HOA Declarations. R. Approve additions to Section 21 of the City Personnel Policy dealing with IT Security testing. Council Member Dennis wished to pull Item D, and Council Member Thiede wished to pull Item P for further comment and/or discussion. City Council Meeting Minutes November 7, 2018 Page 3 Council Member Thiede stated regarding Item P, River Oaks Golf Course Fleet Replacement, he wanted a little bit more explanation. He had told Parks and Recreation Director Zac Dockter that he'd have a few questions about the money, the maintenance, and the justification. We keep the carts for seven years, but there was only data given for five years. He also had questions about Shark Key revenue and how the Club Car saved some money. Director pockter stated he used just the term of the lease, five years, for the return on investment because we never know if we'll keep the carts for six or seven years; if we extend that fleet for six or seven years, that's profit. The Club Car has a fuel-injection motor so needs no fuel filter and there's a 35% reduction in fuel costs. They'd previously looked at electric carts, but the cost to add the electrical capacity to the building exceeded the potential fuel savings. Shark Key is a new product created by professional golfer Greg Norman. There's now a small screen on the carts where players will get information on the hole and how to typically play it; Greg Norman gives lessons. Cost: The first hole is free; for $8, the player can use the Shark Key for the entire round. There's no cost to River Oaks Golf Course to provide that component, but we make revenue when the golfers purchase it. He felt golfers would like it and pay for that feature; his estimate was approximately 300 golfers would use it. Director pockter described some additional features of the Shark Key, including a GPS component. Council Member Johnson stated he'd like to pull Item E, River Oaks Golf Course 3rd Quarter Update, while Director pockter was speaking. He wanted to commend and congratulate Director pockter and Dennis Neitz, the Operations and Events Manager, as the results continued to improve; the food is awesome, he felt this site was moving in the right direction, and it's very impressive. Director pockter stated the whole team there does a great job and that's nice to hear. Council Member Dennis stated he pulled Item D, Shop Local and Small Business Saturday, because they've all worked hard promoting Cottage Grove over the past four years and brought a lot of economic development here. He read the proclamation declaring the Saturday after Thanksgiving, November 24, 2018, as Shop Local and Small Business Saturday in the City of Cottage Grove. Council Member Thiede stated he had a question on Item G, Rental License Issuance. He wondered if any single entity was holding significant multiple properties. Community Development Director Jennifer Levitt stated that they could pull that data for him and provide that to him at the next Council Meeting. Motion by Council Member Mills to approve the Consent Agenda; second by Council Member Johnson. Motion carried: 5-0. 8. APPROVE DISBURSEMENTS City Council Meeting Minutes November 7, 2018 Page 4 A. Approve payments for the period of 10/17/2018 - 11/01/2018 for $2,678,548.39. Motion by Council Member Dennis to approve disbursements; second by Council Member Johnson. Motion carried: 5-0. 9. PUBLIC HEARINGS — None. 10. BID AWARDS A. HERO Center - Firing Range Equipment Bid Award Staff Recommendation:Adopt Resolution 2018-141 awarding the bid for Division 11A — Firing Range Equipment for the HERO Center Project to Meggitt Training Systems, Inc. (MTSI) in the amount of$2,287,511.39. The Guaranteed Price Maximum (GMP) Contract allowance for this bid category was $2,498,979. Director Levitt stated they'd be looking at awarding the firing range system for the HERO Center; previously, all bids in this category had been rejected due to some errors in the bidding. They've received lower bids than they'd put in the Guaranteed Maximum Price (GMP) Contract; we've saved over $211,000 on this bid award. They're recommending the award to Meggitt Training Systems in the amount of$2,287,511.39. Motion by Council Member Johnson to Adopt Resolution 2018-141 awarding the bid for Division 11A— Firing Range Equipment for the HERO Center Project to Meggitt Training Systems, Inc. (MTSI) in the amount of$2,287,511.39, the Guaranteed Price Maximum Contract allowance for this bid category was $2,498,979; second by Council Member Thiede. Motion carried: 5-0. 11. REGULAR AGENDA— None. 12. COUNCIL COMMENTS AND REQUESTS Mayor Bailey stated that after the previous City Council meeting on Wednesday, October 19, the City Council conducted a performance review of City Administrator Charlene Stevens. During the performance review, it became clear that the City Council wanted to move in a different leadership direction within the City of Cottage Grove. While Charlene brought forth a variety of new ideas and employee training options that City staff and Council Members appreciated, during the review all Council Members expressed comments suggesting that it was time for a leadership change. At this time, Mayor Bailey requested a motion by the City Council to effect the change. Motion by Council Member Dennis to approve the termination of the current contract with the City Administrator Charlene Stevens, effective today, Wednesday, November 7, 2018; second by Council Member Mills. Motion carried: 5-0. City Council Meeting Minutes November 7, 2018 Page 5 Mayor Bailey thanked Administrator Stevens for her years of service to the City Council, the City staff, and the citizens of Cottage Grove. He had no doubt that she would find a new position in the near future. Mayor Bailey recommended that the City Council appoint Jennifer Levitt, our current Community Development Director/City Engineer, as Acting City Administrator for the City of Cottage Grove. He has great respect for her and trust in her abilities to lead our City; she has proven herself in managing multiple roles as both Community Development Director and City Engineer. Mayor Bailey went on to describe her multiple successful work projects, which she always brought to a successful conclusion. He proposed the motion include a temporary salary adjustment to accommodate the additional responsibilities that she will assume; City Attorney Korine Land will work with Human Resources Manager Joe Fischbach to determine that salary adjustment. Motion by Council Member Thiede to appoint Jennifer Levitt to the temporary position of City Administrator; second by Council Member Johnson. Motion carried: 5-0. Mayor Bailey stated in the coming months the City Council would work towards a decision on how to permanently fill the City Administrator position. Mayor Bailey congratulated Council Member Dennis and Council Member Thiede for being reelected to the Cottage Grove City Council last evening. The Cottage Grove voters liked the direction our City is moving and proved that by reelecting both of them to the City Council. Mayor Bailey also congratulated Council Member Johnson for winning the election for Washington County Commissioner. Mayor Bailey stated he knew that Council Member Johnson would serve us well in that new role. Mayor Bailey went on to congratulate Tony Jurgens and Anne Claflin, elected to fill the Minnesota House of Representatives seats; they'll represent our entire area, working on water quality, roads, and infrastructure. Mayor Bailey also thanked Representative Keith Franke for his great service to our area; he's been a strong advocate for our area and will be missed. With the pending resignation of Cottage Grove Council Member Johnson so he can fill his new role as Washington County Commissioner, we're reviewing the process to fill his Council seat. There are specific laws related to that process, and someone will be temporarily appointed to a seat on the City Council. The law requires a special election next year for that seat; due to the timing of the resignation of Council Member Johnson, there are only specific dates when we can run special elections. We will review those dates, the cost of running the special election, and decide the best path forward before the end of this year. In the next year, the Council is planning for a referendum question in support of the Community Center; we also have a School Board election. We're going to look at all options to make the best decision moving forward with one, two, or three elections. Mayor Bailey's recommendation is to plan a special City Council Meeting Minutes November 7, 2018 Page 6 election and Community Center question on the November, 2019, general School Board election, but that will be decided before the end of the year. Mayor Bailey felt Cottage Grove's future is bright as we head into 2019 and beyond. Council Member Mills thanked Administrator Stevens and wished her all the best in the future. She congratulated Council Member Dennis and Council Member Thiede in being reelected and also congratulated Council Member Johnson in his new role as County Commissioner; she stated she'd look forward to working with him on projects involving Washington County. She also thanked Director Levitt for taking on her new role as interim City Administrator and stated she looked forward to working with her. Council Member Dennis stated that serving on the Cottage Grove City Council is a great honor, and he's beyond ecstatic that he can continue on as part of the team. Great things have happened over the past four years and it's been an honor and privilege to work with everybody on the Council, both current and past members, as well as our staff, who orchestrates the directions we give. He's humbled, deeply touched, and very appreciative; his commitment is to continue working in the direction we have to bring as much opportunity and success to our community as possible. Council Member Dennis also congratulated Council Member Thiede and Council Member Johnson on their successful campaigns. He also wanted to congratulate Sheriff Dan Starry for his reelection as he will do an excellent job. He also stated that he had every confidence with Jennifer Levitt, as she's a fantastic leader, and is looking forward to working with her as interim City Administrator. Council Member Thiede stated that on November 18, at the VFW Red Barn, there will be a Strawberry Fest Princess for a Day social event; the details are on the website. Council Member Thiede also congratulated Council Member Dennis and Council Member Johnson for their successful campaigns. He stated that he was extremely honored to be able to work with this fantastic team. He invited the other candidates who ran for City Council to get involved with some Commissions and/or Task Forces, as it helped to get involved with things a bit first. He was also excited about Jennifer Levitt becoming the interim City Administrator so we could all work together and continue to have the City going in the right direction. Council Member Johnson congratulated Council Member Thiede and Council Member Dennis for their well-run campaigns. He thanked the other candidates who ran for office and felt he'd see their names in the running in the future. He also thanked the voters who took the time to vote and those who voted for him and put their trust in him with moving to the next level. He stated it's a little bittersweet to be leaving the Council, as he enjoyed his time working on the Council; he will still be in the community and the City is in great hands. He will continue to remain involved with Cottage Grove in his work as the Washington County Commissioner. City Council Meeting Minutes November 7, 2018 Page 7 Council Member Johnson stated that the Suits for Soldiers event is coming up for Beyond the Yellow Ribbon in Cottage Grove; that will be this Saturday at the Armory. Suits will be given to veterans to use on job interviews; the entire suit ensemble will be available, including ties, shoes, belts, etc. He encouraged any veteran who is in need to stop by as the suits and accessories are of high quality. Anyone who'd like to help coordinate outfits for the veterans is also welcome to stop by and help. Mayor Bailey stated there are many upcoming events for the holiday season, and he invited everybody to become involved in the community festivities: • November 13 (Tuesday), the Cottage Grove area 12th Annual Prayer Breakfast, at the River Oaks Golf Course. • November 16 (Friday), is an event called Friends Giving, which is an opportunity for people to get together at round tables at River Oaks Golf Course and enjoy a complete turkey dinner, including dessert. • November 18 (Sunday), a number of dignitaries will be bagging groceries at Cub Foods, from 9:00 a.m. to 3:00 p.m. Free will donations to the Friends in Need Food Shelf, the Holiday Train committee, will be accepted; there will also be loaves of bread for sale for $5. Council Member Dennis added that if others wish to volunteer, there are three two-hour shifts available. It's a fun time and they hope to raise money for a great cause. • November 22 (Thursday), Thanksgiving Day, is the Hale to the Bird walking/running race at Hamlet Park; it starts at 9:00 a.m., and that is also a fundraiser for the Friends in Need Food Shelf. • November 30 (Friday), is the date nominations for the Holiday Lights & Decorating Contest are due. • December 1 (Saturday), is Winter Wonderland at River Oaks Golf Course; you can shop, drink hot cocoa, take pictures with Santa, listen to live music, and more, from 10:00 a.m. to 3:00 p.m. • December 5 (Wednesday), is the Christmas tree lighting at City Hall at 6:00 p.m. There will be music, cider, cookies, etc., and Mr. and Mrs. Claus will be here. Children are encouraged to attend and help flip the switch on the new Christmas tree. • December 6 (Thursday), is a holiday breakfast at River Oaks Golf Course, from 7:00 to 9:00 a.m. • December 9 (Sunday), a Santa Breakfast at River Oaks Golf Course, from 8:00 a.m. to noon; from 2:30 to 4:30 p.m. there will be a sensory Santa event for children with special needs. • There is another breakfast at the VFW, but the date of that is unknown at this time. • December 10 (Monday), the 25th Anniversary of the Holiday Train, along West Point Douglas Road. It's a fundraiser for the Friends in Need Food Shelf. They're hoping to raise $100,000 for that event and definitely need the community's support. City Council Meeting Minutes November 7, 2018 Page 8 Mayor Bailey encouraged residents to support local businesses and keep your dollars in Cottage Grove. 13. WORKSHOPS — OPEN TO PUBLIC A. 2019-2023 Capital Improvement Plan Workshop Staff Recommendation: Discuss 2019-2023 Capital lmprovement Plan Finance Director Robin Roland stated there was a change to the Capital Improvement Plan (CIP) document after we were notified by Minnesota Housing that our MWF Project (the Majestic site/Langdon area) did not go forward; there were approximately $5-to-$6 million of expenses associated with that project for infrastructure, so those have been removed from the CIP. Buildinq Funds/Costs: Assistant City Engineer Burfeind stated in 2019 there will be a few expenditures in the Building Replacement Fund, including: the new Public Works Parks Facility Space; the HERO Center, with a total project cost of$18.825 million; and the Ice Arena, north and south refrigeration rink replacements, $2.9 million. Director Roland stated the difference between the construction number for the HERO Center and the number in the CIP is $1.5 million for land, which we are splitting with Woodbury. They are looking at the total cost of construction, contingency, and soft costs. Director Levitt asked Director Roland if she'd speak about the bonding schedule for the Ice Arena and HERO Center projects. Director Roland stated on December 5, they'll look to issue the $4 million HERO Center CIP bonds. In January, they'll do the 10-year equipment certificates for the Ice Arena, $2.9 million. That gives us 30 days for the reverse referendum should anyone want to do that with the CIP bonds. Council Member Johnson asked about partnering with Washington County on the HERO Center; Director Levitt confirmed that they want to encourage Washington County to join us as a partner. Public Safety Captain Greg Rinzel stated they've always been looking for additional partners, either in a long-term lease agreement with us to use the facility or perhaps as a purchasing partner. Council Member Johnson asked if an owner would be preferred over a long-term lease; Captain Rinzel said he'd leave that up to Washington County's administration, but anyone who wanted to join us as a one- third partner would be more than welcome. Public Safety Director Pete Koerner stated Washington County would be a natural fit, as we already train with them on the SWAT Team, etc. Council Member Johnson asked if we'd want Woodbury, Cottage Grove, and Washington County to each pay one third; Director Levitt stated absolutely, if Washington County was willing to do so. Captain Rinzel gave another option in which Washington County would pay a yearly rate plus operations and maintenance, somewhat like a bond over a 20-year period, to purchase it. Therefore, instead of needing to come up with one third of the original asking price, they'd basically pay a yearly fee. It would be nice to have another partner to reduce the overall bonding. Mayor Bailey stated that when he talked with Sheriff Starry he was very interested, but they had to work on their current agreement with Ramsey County. Captain Rinzel City Council Meeting Minutes November 7, 2018 Page 9 stated he thought Washington County would prefer to sell their portion of the Ramsey County range to another entity. There are many moving parts involved in this, but we would certainly welcome them as a partner, now or in the future. Engineer Burfeind stated in 2023, the land purchase for the Public Works Parks Facility is $1.4 million; that's just a planning-level cost at this point. Director Roland wanted to remind the Council that they focused primarily on 2019 and 2020, the first two years of the CIP; we do our best to identify the costs, but obviously that's three-to-five years out, and there could be significant increases or decreases in the costs. Parks: Director pockter stated as part of the Park Improvement Fund in 2012, when the referendum didn't pass, we made sure we kept our priorities in line. In 2019, at Hamlet Park there will be utilities and grading done, and we'll be starting to build the fields. Hamlet Park has had many park improvements, and through 2022, if we fulfill the proposed projects, it will have a parking lot, landscaping, picnic shelters, buildings, two full ball fields, as well as grading for the other two ball fields. A year or two after that, the finishing work will take place on the other two ball fields. We've been saving for that project for a long time and it's now in the implementation phase. Regarding the Fitness Court, they had $50,000 saved for adult fitness and that's been increased to $100,000. They're looking for some Council direction and, if necessary, he'd be happy to take it back to the Parks Commission. Mayor Bailey stated regarding the Fitness Court, we're looking forward to a possible Community Center referendum next year; he felt that's the route we wanted to go. If we wanted to go forward with the Fitness Court, we should only build it if 100% of the costs could be covered by donations. If the Fitness Court could become part of the Community Center or if the Parks Commission wanted to fundraise for it or get a matching grant, that might work. The raised funds just need to be there. Council Member Thiede asked if any possible sponsors had been contacted. Director Dockter replied that right now everything's just been put on hold to get direction from the Council. Director pockter stated they could certainly approach businesses, but it's more difficult when there's not a level of commitment. Director pockter stated that perhaps the project could be delayed for another time. Council Member Thiede asked how much time we had to commit once we obtained the grant; Director pockter stated there was a 60-day window to authorize the resolution, so probably 30 days tops. Council Member Thiede asked if we don't do it now if the grant would not be offered again; Director pockter stated that he didn't know. Council Member Dennis stated he didn't support the Fitness Court; he reached out to some professional physical fitness trainers who had little confidence that it was something that would be used. He still didn't like the grant/buy down orchestration; he felt there were transparency issues with that, and he won't support it. City Council Meeting Minutes November 7, 2018 Page 10 Council Member Mills stated with all of the other things coming up in the City, she felt we should at least talk about how to keep that fund funded; that money is coming from rentals of the cell tower, so it could potentially disappear in the next couple of years. It's a concern to spend that amount of money right now. Council Member Mills was curious about the Hamlet Park costs partially coming from two funds, the Park Improvement Fund and the Park Trust Fund; she wondered how that was possible. Director pockter stated the Council can take the funds from whichever fund they like if it's related to park development. The Park Trust Fund is typically scheduled for new park development so it can be used for repairs, etc. The park development, payment for utilities, and grading to build the base of the park went through the Park Trust, and the actual ball field improvements and building improvements went through the Park Improvement Fund; it could be funded whichever way Council prefers, but that's the rationale that was used. Council Member Mills asked Director Roland if there were stipulations on how that money could be used, or if it was more how the Council decided to use the money. Director Roland stated the Park Improvement Fund was a Council Resolution to identify that funding would come from the cell phone leases, and the expenses would be for existing parks' improvements. In the case of the Inclusive Playground, because the money in the Park Trust Fund was not at the level that we needed it to be, the City's contribution came out of the Park Improvement Fund; it is being paid back by the Park Trust Fund as those development funds become available. If Council wishes to do something similar in the case of Hamlet Park, they can; if it's a priority and if there are not enough funds in the Park Trust Fund, certainly Council could direct (similar to the Inclusive Playground) to borrow from the Park Improvement Fund and then have it repaid by the Park Trust Fund. For the first couple of years of the project there are existing funds in the Park Trust Fund to cover this; farther down the line, 2022, hopefully we have those development funds, but we want to make sure that we have the funding there in order to complete those projects. Director Levitt asked Director pockter to talk about Hamlet Park, how the fields are being developed, and how long it takes to establish them. Director pockter did so: 2019: Utilities and grading begins. 2020: Start to develop the ball fields, as they take a while to establish with turf. In the interim, while you've graded the fields, you build fences, put the turf down, and then you do supporting elements while things are maturing and settling. You can't put turf down one year and play on it the next year. While that's maturing, parking lots, streets, lighting, landscaping, etc. takes place in the second year. The following year hopefully everything's ready to go. Mayor Bailey asked Director Roland about the specific funds and if there's an opportunity to capture some dollars. Director Roland stated we'd already received park dedication funds as part of that fund in 2018; obviously, we collect the funds when we do development agreements, and we may not put in the parks until a later time. So, in effect, the funds should be held until that development happens. Hamlet Park, however, is a regional park and is not specific to a development; there are regional dedicated funds that the Parks Commission and the Council have previously said this is what we're going to do with them, but it has to be for that overall park plan. We need to City Council Meeting Minutes November 7, 2018 Page 11 be able to provide a park to each of the developments from which we collect park dedication fees, as is identified in their development agreement. Council Member Johnson stated regarding the Fitness Court, he agreed with Council Member Dennis, especially after learning how the grant worked. Unless it was strictly funded by others, he was not in favor of it, especially with the other commitments we have. It's important to give the impression that we're just not out there spending money. He doesn't think it's a good thing unless there's somebody else paying for it. Director pockter stated that 5-0 is a pretty clear message from the Council. Director Levitt stated that with Sunny Hill Park the developer is actually funding those improvements that will take place in 2019, so there's no City expenditure for that. In lieu of park dedication fees on a per lot basis, they're actually paying for the construction of the park. Communitv Center: Director pockter stated regarding the Community Center feasibility report, there was no dedicated funding for that right now. He spoke with Director Roland about the funds; Director Roland stated it certainly could come out of either park fund. Director pockter stated the quotes we have right now are approximately $42,000, but to be safe, the cost might be $50,000; obviously, we'd get that price as low as we could. Much discussion ensued among the Council Members and staff regarding what we'd get for $50,000, which would be market analysis, design concepts, community engagement, pro forma, etc. They just got the two proposals on Friday, and they're hoping to interview the two firms next Friday; once the interviews are completed, the full proposal will be provided to the Council with recommendation for approval of one of the firms. The question about residents willing to support a Community Center won't be answered by the feasibility report, but the market analysis will help determine what the needs are. A community survey would have to follow the feasibility report. The feasibility report would talk about the price and marketability, what people are willing to pay and are able to afford, etc. A Community Center partnership opportunity with the YMCA and others is part of the feasibility report, but there are no partnerships yet. We've had initial conversations with the YMCA, but we're waiting to see what happens with the library, too. The likelihood of finding a partner and referendum wording were discussed. Before we have a referendum question we'd have to know if we'd have a partner as the cost perspective would change; obviously, costs would be lower with a partner. If no partner, the City would need to run the Community Center as an entity. Director Levitt stated their goal in the next week is to get a better timeline; there's a desire to have participation from the Council in the interviews. Legal counsel can get involved and explain how to frame the referendum questions. Further discussion took place about how much residents would use a Community Center and options to get resident input, including a Facebook Live event, how to gauge what residents wanted, what they'd be willing to pay, etc. We could actually tackle that City Council Meeting Minutes November 7, 2018 Page 12 and we could get some numbers and information rather than just public opinion; data obtained from the feasibility report would be put into spreadsheets and pie charts. The cost to run the facility varies by city, and the YMCA also deals differently with every city. The Cottage Grove Community Center is expensive, but the feasibility report will show what it will look like, its location, and the costs; it will be something tangible to bring to your constituents for them to vote on, which is the end goal. The time for conceptual design, ideas, and element discussion would be minimized so you're moving into the schematic design ahead of the curve. If we tell the taxpayers we're going to spend around $20 million on a Community Center, then spending $50,000 to understand what that number is going to be and what it's going to look like is a small piece of a very big puzzle. We can't go to residents with data that's years old or quote data from other cities; it needs to be concrete. If we get residents involved in the commitment process, we're going to get a greater level of commitment from them to actually want to use that center, too. Road Projects: Engineer Burfeind reviewed details of the road projects for the next three years: The Hinton/70th Street roundabout; Ravine Parkway and Innsdale Avenue, already bonded/paid for; intersection of Jamaica Avenue and 95th Street, currently a four-way stop, but a traffic signal will be installed. Director Roland stated that we heard from Minnesota Housing that they just basically ran out of money. The project from MWF got very high ratings, but it's possible that we will see this come back in 2020 or 2021; if it comes back, it will be much later because we both had to back out of our agreements with the Majestic. We would basically have to start from scratch and MWF would have to get the funding again in November, 2019, or November, 2020, to make this go forward. Director Roland stated this is $5 million to $6 million, which we would need to bond for; unfortunately, only part of it would be covered by MWF. There's no way to assess against land and it would have to be a straight bond that would be 100% levy driven; when we get to that point, we'd have to consider the pluses and minuses of the development, along with the cost to the City in that area. Council Member Thiede asked about the service road near Highway 61 that involves Washington County's plans for next year; Director Levitt stated the County had initiated that, and their proposals for that work are out for consultants to submit sometime this month. The City was part of the selection process for the consultant regarding the layout and design work. Council Member Thiede asked if construction would perhaps begin in 2024; Director Levitt stated Washington County had asked them to hold it on the five-year horizon, just as we do, in case federal dollars become available because it has to be in the planning document to qualify for funding. Pavement Manaqement: 2020 Projects: 1) The 80th Street reconstruction from Jamaica Avenue to Keats Avenue and also the two remaining areas that have not been completed, just north and south of 80th Street. Engineer Burfeind stated they're also looking at adding an asphalt trail on the south side of 80th Street with this project. 2) City Council Meeting Minutes November 7, 2018 Page 13 The 100th Street improvement is a development-driven project with a total project cost of about $2.3 million, reconstructing from Ideal, just past Hemingway Avenue. We need a large user in the Industrial Park to come in to drive that need forward; Director Roland stated that's in 2020, but if something were to happen in 2019, development might demand that project move forward. 2021 Projects: The first is just north of 90th Street, south of 85th Street, Armstrong Elementary at Hillside neighborhood; the second is closer to Keats Avenue, just across from City Hall and south of 85th Street, in that neighborhood, south of what was done in 2016. There is another development-driven project, the Harkness Avenue reconstruction; it would be reconstructed in some fashion and would tie into potential development of that area. Director Levitt stated we're getting a lot of inquiries regarding that area, so we may see a portion of that reconstructed with development. Council Member Thiede stated there was also still a bedrock issue there. Director Levitt commented that the developers had come up with some solutions, with slab-on-grade homes in that section getting a little more density with single-family homes around it. The land sale price is the issue now. Engineer Burfeind stated the Cottage View and Ravine Parkway areas are typically development driven and funded. The East Point Douglas Road and Keats roundabout went in last year, which really opened up opportunities for the development. Director Levitt stated right now we're looking at proposals for layouts and ideas; when we go to Las Vegas we'll have the opportunity to market something a little bit better in tune with the market. The landowner has given us a new grading plan, so you might see a conditional use permit come through, as he wants to do grading in that area of the site. 2022-2023 Projects: 1) 80th Street reconstruction from Highway 61 to Ideal Avenue, with bituminous; we've also looked at concrete in that area, but it's $3 million more to go with concrete. 2) East Point Douglas Road and Jamaica Avenue intersection improvements with a total overhaul of that area, addressing the traffic backup issues. Spacing of the stoplights is an issue; it will be an expensive project, as it involves businesses and land acquisition as well. 2023 Projects: Jamaica Avenue reconstruction from 70th Street to Military Road; per our agreement with Washington County, the City cost would be $3 million. The Washington County CIP shows they may be looking past the five-year window for that as it's development related; therefore, the date of that project could shift. Council Member Thiede asked if they knew when Woodbury was going to hit Military Road at Jamaica Avenue; Director Levitt stated she met with them on Monday to talk about that. They want to look at how Pioneer Road intersects with that because they feel that probably within the next three-to-four years they'd be near that connection. They want all of our modeling and our data so that will be sent to them next week. City Council Meeting Minutes November 7, 2018 Page 14 Council Member Thiede asked if it would be another roundabout; Director Levitt stated they've analyzed it with both a roundabout and with through movement from Jamaica to Military with a T-intersection at Pioneer. Woodbury wants to be at the table to revisit it. Engineer Burfeind stated regarding the East Point Douglas Road Sound Wall, total cost is $3.1 million, and the City would pay 10%, or $310,000. We're currently pulling together all of the information solicited from the residents' feedback and will be bringing that to the Council in December. Engineer Burfeind stated they got a lot of feedback so they're sorting through it right now and it will be compiled for the Council. The CSAH 19 Bridge/Overpass/West Point Douglas Road extension is a placeholder with the County at the end of our five-year CIP. Utilitv Projects/Costs: Engineer Burfeind reviewed annual maintenance costs for the utility funds: Storm Water Utility Fund, $250,000; Well Maintenance, $70,000; Sanitary Sewer, $50,000. In 2020, the East Ravine Water Tower land purchase. In 2021, the Business Park Water Tower, $3 million, which is also development driven. If we get a high-water user in the business park, we'd need another water tower to have that fire at full capacity for them. The West Central Ravine trunk Sanitary Sewer line is $300,000 for next year; it's a concrete sewer that has some degradation. Streetlight Fund: $100,000. Director Roland stated her number for the Storm Water Utility is $100,000 a year, so she'll check with Public Works Director Les Burshten to make sure we get the correct number in the final CIP. Director Levitt asked the Council Members if there's anything not on the list that they think should be on there; the Council did not have anything to add. Director Roland stated that they had received inquiries again from Summers Landing, Summergate; we've done the infrastructure for their first two phases, for which we collect assessments to repay, and that is going very well. They're inquiring about their third phase for Summers Landing as well as another potential development site that they own in the City for 2019, and we will get a request from them to do a 429 on that. We use existing funds from the closed construction and the closed debt fund, and then we repay ourselves with the assessments as they come in. We have not yet bonded for those projects and have been able to cash flow them internally. Director Levitt stated one of them is a plat that you'll see on the Planning Commission on November 26; it's about 50 lots, north of Military, which is Summergate. Council Member Thiede asked if the Comprehensive Plan was still at the Metropolitan Council. Director Levitt stated we'd received all of the comments, and it will be brought back to the Council in a workshop on December 5; we'll go through the comments and make sure that we have agreed upon the appropriate responses. Then we'll repackage it and come back to the Council in January. City Council Meeting Minutes November 7, 2018 Page 15 Mayor Bailey stated that there may be something coming at the Mississippi Dunes golf course location, which is currently on the Comprehensive Plan as transitional zoning; he was just curious if that somehow needed to be on the Comprehensive Plan. Director Levitt stated the developer will fund the majority of it, so our cost share is not going to be significant in the grand scheme of the area funds. Mayor Bailey asked about the $70,000 cost of the boards at the ice rink in Old Cottage Grove; Director Roland stated that the cost was $17,000. He asked if that expense was examined and if that ice rink was used much; we have rinks in certain areas of our community and not in others. He wondered if we need to say we're only going to have rinks in certain areas because nobody's really using them. Director pockter stated the boards at the Armstrong ice rink were dilapidated and needed to be replaced, but staff is proposing to not replace those boards and just take them down. We go over usage statistics at a free rink, but we let the youth athletic hockey association rent the Old Cottage Grove rink out, so that rink is actually used quite a bit. 14. WORKSHOPS — CLOSED TO PUBLIC — None. 15. ADJOURNMENT Motion by Council Member Dennis to adjourn the meeting at 8:42 p.m.; second by Council Member Thiede. Motion carried: 5-0. Minutes prepared by Judy Graf and reviewed by Joe Fischbach, HR Manager/City Clerk.