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HomeMy WebLinkAbout1999-03-17 AGENDA� FINAL AGENDA COTTAGE GROVE CITY COUNCIL MARCH 17, 1999 Persons wishing to address the Council during this meeting are asked to fill out a"Speaker Signup Form" and return the form to any Staff Member prior to the start of the meeting. Speaker Signup Forms are located on each audience chair in fhe Council Chambers. OPEN FORUM - 7:15 P.M. Persons may address the City Council on subjects that are not a part of the Regular Meeting agenda, but must limit remarks to two (2) minutes. Open forum will adjourn to the Regular Meeting promptly at 7:30 p.m. Open Forum and a portion of the Regular Meeting are televised LIVE, airing on Government Channel 12. REGULAR MEETING - 7:30 P.M. CALL TO ORDER — Mayor • ROLL CALL — City Clerk 1. ADOPTION OF AGENDA 2. PRESENTATIONS 3. APPROVAL OF MINUTES A. February 17, 1999 Regular Meeting 4. CONSENT CALENDAR A. Accept and Place on File the Following Minutes: i. Economic Development Authority of February 9, 1999 ii. Parks, Recreation and Natural Resources Commission of February 8, 1999 iii. Public Works Commission of February 8, 1999 B. Approve Contract with Fortis Benefits for Life Insurance Staff Recommendation: Approve the Contract C. Appoint Matthew Trom and Rodney Beyer to the Public Safety, Health and Welfare Commission to Fulfill Terms which Expire February 28, 2000 Staff Recommendation: Approve the Appointments D. Authorize Staff to Jointly Purchase Backstop Overhangs at Grey Cloud • Elementary School with Cottage Grove Softball Association in the Amount of $2,575 Staff Recommendation: Authorize the Purchase March 17, 1999 Agenda Cottage Grove City Council . E. Adopt Resolution Supporting Repeal of State Sales Tax for Local Government Purchases Staff Recommendation: Adopt the Resolution F. Approve Feasibility Studies for 100th Street, 110th Street, and Ideal Avenue Staff Recommendation: Approve Feasibility Studies G. Authorize Expenditure of $7,250 plus Tax for the Acquisition of a 755 CM Hewlett Packard Design Jet Large Format Color Printer. Staff Recommendation: Authorize Expenditure **H. Authorize Staff to Proceed to Mail Notice of Construction to Various Construction Firms for River Oaks Expansion Staff Recommendation: Authorize Notice of Construction Mailing 5. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES 6. PUBLIC HEARINGS 7. BID AWARDS A. Award Bid for 10 Computers to Shea Technologies in the amount of $17,796 Staff Recommendation: Award Bid to Shea Technologies B. Authorize Staff to Purchase Minolta's MIMs System and the Associated Computer Hardware Staff Recommendation: Award Bid to Minolta Business Systems in the Amount • of $53,155 and Authorize Purchase of a File Server in the Amount of $12,500 *C Award Spring 1999 Street Tree Planting Contract to Hoffman and McNamara. Plant 77 Shade Tree, 1 3/4 " in Caliper, Consisting of Five Species. Staff Recommendation: Award Contract to Hoffman and McNamara in the amount of $14, 627. 8. UNFINISHED AND NEW BUSINESS A. Request from Park High Student Councif for ldentification Signage Staff Recommendation: Hear Request from Park High Student Council B. Authorize Elimination of Part-Time Police Officer Program Staff Recommendation: Authorize Elimination of Program *C. Adopt Resolution Authorizing Plans and Specification for 1999 Pavement Management Project Area C, and Adopt Resolution Receiving Report and Calling Public Hearing for 1999 Pavement Management Project Area C Sfaff Recommendation: Adopt the Resolutions **D. Request Public Hearing for Roger's Auto & Truck Parts, Inc. Staff Recommendation: Request Public Hearing 9. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS 10. COUNCIL COMMENTS AND REQUESTS � 11. PAY BILLS A. Approve Payment of Check Numbers 106876 to 107089 in the Amount of $392,269.83 , _ . March 17, 1999 Agenda Cottage Grove City Council � 12. WORKSHOP SESSION — OPEN TO PUBLIC *A. Workshop: Payroll Changes Staff Recommendation: Discuss Proposal for Change in Payroll Processing *B. Receive Information on Annexation Inquiry from Mr. Gordon Nesvig of Grey Cloud Township. Staff Recommendation: Give staff direction based on the information provided. **C. Workshop: Roger's Auto & Truck Parts, Inc. Staff Recommendation: Discuss Appeal of Building Permit Denial to Roger's Auto and Truck Parts 13. WORKSHOP SESSION — CLOSED TO PUBLIC ADJOURNMENT * Monday Packet Items ** Late Packet Items � U . � • .: REGULAR MEETING COTTAGE GROVE CITY COUNCIL March 17, 1999 OPEN FORUM - 7:15 p.m. Open Forum provides persons an opportunity to inform the Council of a problem or to request information related to City business that has not been scheduled for Council action and does not appear on the Agenda. Mayor Pro Tem Wolcott encouraged persons to limit their remarks to two (2) minutes per issue. Present: Council Member Chery1 Koh1s Council Member Pat Rice Council Member Sandy Shiely Mayor Pro Tem Jim Wolcott Absent: Mayor John Denzer (excused) Also present: Ryan Schroeder, City Administrator Jerry Bourdon, City Engineer, BRAA Dave Hanson, Engineer, BRAA Les Burshten, Public Works Director Jim Kinsey, Public Safety Director Corrine Thomson, City Attorney Michelle Wolfe, Assistant City Administrator Kim Lindquist, Community Development Director OPEN FORUM No one had anything to share during Open Forum. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, March 17, 1999, at the Cottage Grove City Hall, 7516 80`" Street South. Mayor Pro Tem Wolcott called the meeting to order at 7:30 p.m. ROLL CALL Member Cheryf Kohls Member Pat Rice Member Sandy Shiely Mayor Pro Tem Jim Wolcott Present: Council Council Council . Absent: Mayor John Denzer (excused) Ryan Schroeder, City Administrator Also Present Regular Meeting - March 17, 1999 Cottage Grove City Council Page 2 • Jerry Bourdon, City Engineer, BRAA Dave Hanson, Engineer, BRAA Les Burshten, Public Works Director Mike Zurbey, Deputy Director of Public Safety Corrine Thomson, City Attorney, Kennedy & Graven Michelle Wolfe, Assistant City Administrator Kim Lindquist, Community Development Director Mayor Pro Tem Wolcott presided over the meeting. ADOPTION OF AGENDA MOTION BY SHIELY, SECONDED BY KOHLS, TO APPROVE THE FINAL AGENDA AS PRESENTED. MOTION CARRIED. 4-0. PRESENTATIONS -- None. APPROVAL OF MINUTES The minutes of the February 17, 1999 Regular City Council meeting were accepted as presented. . CONSENT CALENDAR Kohls pulled Item 4.F., Feasibility Study for 100 Street, 110 Street, and Ideal Avenue. Kohls asked Bourdon how wide the streets were designed to be. She commented that a citizen's task force recommended that the streets be no wider than they already were. The Task Force was concerned about how much private property would be dug up. Bourdon responded that the ditching along 110' Street and Ideal Avenue would be minimal. The actual construction details were not known at this point. Schroeder stated that although the actual specifications were not complete, there would be one-half a foot on each side plus two-and-one-half feet of shoulder and ditch for the streetlights. The streetlights would go along 100` Street. Kohls suggested using the refurbished streetlights from 80 Street. She also suggested considering six-foot shoulders to ensure safety for bicyclists. Bourdon indicated that four-foot shoulders would not meet minimum guidelines for pathways, but would be an improvement over what is there today. Kohls stated that if six-foot guidelines exist, shouldn't we be providing that. Bourdon responded that while it was a legitimate question, it was a judgment call. She was concerned about the amount of truck traffic along the road. • Schroeder stated that the existing roadway is 22 feet wide. The proposed roadway would be 32 feet or larger. The 32-foot width meets the minimum guidelines with shoulders. If the roads were planned at 36 feet wide to account for bicycles, that would Regular Meeting - March 17, 1999 Cottage Grove City Council Page 3 • require taking more right-of-way. The Metropolitan Council recommendations were actually narrower than the 32 foot wide. Shiely asked if the alignment of Ideal Avenue would impact available ground. Bourdon responded no. Wolcott suggested that there be a speed zone survey undertaken along 110 Street and Ideal Avenue. MOTION BY KOHLS, SECONDED BY SHIELY TO: A. ACCEPT AND PLACE ON FILE THE FOLLOWING MINUTES: ECONOMIC DEVELOPMENT AUTHORITY FEBRUARY 9, 1999 MEETING; 2. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION FEBRUARY 9, 1999 MEETING; AND 3. PLANNING COMMISSION FEBRUARY 8, 1999 MEETING. B. APPROVE CONTRACT WITH FORTIS BENEFITS FOR LIFE INSURANCE. • C. APPOINT MATTHEW TROM AND RODNEY BEYER TO THE PUBLIC SAFETY, HEALTH AND WELFARE COMMISSION FOR TERMS TO EXPIRE FEBRUARY 28, 2000. D. AUTHORIZE STAFF TO JOINTLY PURCHASE BACKSTOP OVERHANGS AT GREY GLOUD ELEMENTARY SCHOOL WITH THE COTTAGE GROVE ATHLETIC ASSOCIATION IN THE AMOUNT OF $2,575 FROM THE PARK TRUST FUND. E. ADOPT RESOLUTION NO. 99-36, A RESOLUTION SUPPORTING REPEAL OF STATE SALES TAX FOR LOCAL GOVERNMENT PURCHASES. F. RECEIVE FEASIBILITY STUDIES PREPARED BY THE CITY ENGINEER FOR THE 100 STREET AND 110 STREET/IDEAL AVENUE STREET IMPROVEMENT PROJECTS. G. AUTHORIZE EXPENDITURE OF $7,250 PLUS TAX FOR THE ACQUISITION OF A 755 CM HEWLETT PARCKARD DESIGN JET LARGE FORMAT COLOR PRINTER FOR THE COMMUNITY DEVELOPMENT DEPARTMENT. H. AUTHORIZE STAFF TO PROCEED TO MAIL "NOTICE OF CONSTRUCTION PROJECT" TO VARIOUS CONSTRUCTION FIRMS FOR THE RIVER OAKS . CLUBHOUSE EXPANSION. MOTION CARRIED. 4-0. Regular Meeting - March 17, 1999 Cottage Grove City Council Page 4 PUBLIC HEARINGS — None. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES — None. BID AWARDS Purchase of Computers In 1999 sixteen (16) new computers were budgeted. Staff recommended the purchase of ten (10) computers. The existing computers would be used in other locations in the City, unless they are too old and do not meet minimum guidelines. Bids were obtained and Shea Technologies was the lowest bidder. Staff recommended awarding the bid in the amount of $17,796. Shiely asked MIS Coordinator Jenny Jennings how the $40,000-budget was holding out for needed Y2K changes. She indicated that as far as she knew, just fine. MOTION BY RICE, SECONDED BY KOHLS, TO APPROVE THE PURCHASE OF TEN (10) NEW COMPUTERS FROM SHEA TECHNOLOGIES IN THE TOTAL AMOUNT OF $17,796. MOTION CARRIED. 4-0. • Purchase of Document Imaging System Three bids were received in response to the search. One of them was from Mid America Business Systems. They have systems currently installed at the cities of St. Louis Park, Coon Rapids, and Eagan. The second bid was received from CJA Systems and is comparable in price to the Mid America Business Systems bid. It is not installed in the Twin Cities and the basic database engine; Microsoft Access, version 2.0 is not Y2K compliant. The third bid was received from Macrosoft. While much more widely distributed than the CJA Systems' product, there are no locations in the Twin Cities and the cost is approximately twice that of the Mid America Business System's bid. Staff recommended the following: ➢�rinq 1999: Purchase basic system, file server, additional software, hardware maintenance, delivery, installation, library design, one year software maintenance, 90 days hardware maintenance, and eight (8) hours of training. The total cost of this phase is $65,655. • ➢�rinq 2000: Upgrade file server, increase number of users from 10 concurrent users/15 seats to 25 concurrent users/35 seats, add libraries for Personnel and Finance, purchase software and hardware annual maintenance, and add additional MIS staff time. The total cost of this phase is $56,673.65. Regular Meeting - March 17, 1999 Cottage Grove City Council Page 5 • Future phasing would be built into each departmenYs base budget. MOTION BY RICE, SECONDED BY KOHLS, TO APPROVE PURCHASE OF THE MINOLTA MIMS DOCUMENT IMAGING SYSTEM FROM MID AMERICA BUSINESS SYSTEMS FOR PHASE I IMPLEMENTATION TOTALING $65,655. Shiely asked if the 1996 system pilot was implemented and completed. Wolcott indicated that the results were not as successful as they had hoped. Shiely asked what the confidence level was in this system. Jennings responded that it is much stronger in the scanning and imaging capabilities. The other cities using the system use it extensively and have had good results. UPON VOTE BEING TAKEN, MOTION CARRIED. 4-0. 1999 Sprinc,�Tree Planting Program Burshten reported receiving two bids for the 1999 Spring Tree Planting Program for installation in new developments. Both companies have good reputations in their work with the City. Hoffman and McNamara submitted the lowest. • MOTION BY SHfELY, SECONDED BY KOHLS, TO AWARD THE 1999 TREE PLANTING CONTRACT TO HOFFMAN AND MCNAMARA IN THE AMOUNT OF $14,627.00. MOTION CARRIED. 4-0. UNFINISHED AND NEW BUSINESS Request from Park High Student Council for ldentification Signaqe Matt Abdel, President of the Park High Student Council, spoke on behalf of the student body. He requested that the City place some type of directional sign on Highway 61, northbound and southbound, for Park Senior High School. Abdel cited several reasons for the request. In conclusion, Abdel asked the City for a simple sign recognizing Park High School from the north and south sides of Highway 61, preferably near the 80` exit, with an arrow, revealing where Park High School was located. The benefits of the sign will definitely outweigh the start-up costs, considering there really are no follow-up costs. He stated that such an uncomplicated and inexpensive sign would greatly satisfy many students, not to mention, parents, faculty, and dedicated community members. Mayor Pro Tem Wolcott expressed his appreciation for Park High School and the • Student Council and students. He stated that the City Council woufd look into the matter. However, he asked the students to realize that there may be restrictions on placing signs on the highway system. Regular Meeting - March 17, 1999 Cottage Grove City Council Page 6 • One of the other students from the audience asked when they could expect to hear back from the City Council. Wolcott responded that it would be least two weeks. The same student asked whether there was a fee associated with placing a sign on the highway. Schroeder stated that there would be a charge since it had to be approved by MN/DOT for right-of-way usage. If it is outside of the right-of-way, the answer might be different. Authorize Elimination of Part-Time Police Officer Program Public Safety Director Jim Kinsey recommended the elimination of the part-time police o�cer program. The Police Reserve program would continue. This has been recommended because of the "litigious society" and the "extra liability" brought to the City by this program. The largest area of concern was the authority given to the part- time officers to carry a weapon. Kinsey stated in his memo dated February 4, 1999, that on the positive side, "we have had additional personnel with limited powers of arrest who can assist the full time officers during critical incidents, can operate our marked squads within the statutory limits, handle minor calls, and do prisoner transports". On the negative side, "we have historically not held the part-time officers to the same standards as our full-time officers in the areas of initial testing, education, initial training/FTO, psychological, and • background investigation." There is no POST (minimum two years law enforcement degree) designated standards and no post secondary education requirements. Part- time officers are not necessarily examined psychologically to the same level as full-time officers. Kinsey stated, "With our society growing toward a more litigious mind set, I feel that both the City's and our personal liabifity is extremely vulnerable." While he recognizes that this decision will meet with resistance, he has designed a new expanded "Reserve" program, which would have a two-tiered level of responsibility and activities. The new second level reserve officer will have the authority to respond to calls that are non-confrontational in nature such as parking complaints, dogs/cats at large, misdemeanor thefts, lost property and damaged property. Kinsey feels that this program will provide better protection for the City. The financial impact on the City is estimated to be lower on an annual basis because the City would not encumber the large uniform expenses for the Part Time program (complete sets of leather, outer jackets, badges and use of force instruments, including batons and firearms.) "Use of force" training would not need to be provided on a regular basis for this program. The one expense anticipated in this proposal is the purchase of an unmarked traffic car. � Kinsey recommended using the 1994 Ford Crown Victoria that is currently assigned to him. The only additional item needed would be a radar unit ($1,500 estimated cost). This would also entail negotiating a monthly vehicle allowance for him. Regular Meeting - March 17, 1999 Cottage Grove City Council Page 7 • Gary Kjellberg, 7389 inman Avenue South, stated that he has been a part-time police officer for the past several years and is also on the police reserves. He commented that the issue is liability, not the people involved in the Part Time Officers program. He supported Chief Kinsey's recommendation and thanked the part-time officers for their contributions to the City. For many people, this program has been a stepping stone into law enforcement. A citizen in the audience asked what and who would replace the 3,900 hours the part time officers had been handling. MOTION BY SHIELY, SECONDED BY KOHLS, TO ELIMINATE THE PART-TIME POLICE OFFICERS PROGRAM. MOTION CARRIED. 4-0. Mayor Pro Tem Wolcott thanked the Part Time Officers for their dedication and services to the City. Adopt Resolution Authorizing Plans and Specifications for the 1999 Pavement Manaqement Project Area C and Adopt Resolution Receiving Report and Callina Public Hearinc,t,for 1999 Pavement Manaqement Project Area C. Bourdon presented the Feasibility Study his office prepared for the 1999 Pavement • Management Program. He asked the Council to receive the report and to consider whether to proceed with all or part of the study or to cancel the project entirely. Schroeder stated that there has been ongoing staff discussion regarding this project. They recommend planning for all three areas at once -- A, B, and C. Bourdon stated that if the go ahead was given for all three areas, they would prefer to move ahead on Areas A and C now. The specifications then could be "put on the shelf' for Area B for later implementation. Shiely asked what the proposed time line was. Bourdon stated they were looking at scheduling the public improvement hearing for April 7, 1999 and the neighborhood meeting for April 24. Wolcott felt that a neighborhood meeting needed to be held prior to the public improvement hearings. Public Works and Engineering staff were asked if they could get these neighborhood meetings completed prior to the April 7 public hearing. Bourdon stated he felt they could hold a neighborhood meeting and that it was not too late to bid. Kohls asked if the current estimated $110,000 market value of homes was accurate. Bourdon stated he felt it was an accurate estimate. MOTION BY RICE, SECONDED BY SHIELY, TO ADOPT RESOLUTION NO. 99-37, A RESOLUTION ACCEPTING THE FEASIBILITY REPORT FOR THE FOR THE 1999 ,\ PAVEMENT MANAGEMENT PROJECT. MOTION CARRIED. 4-0. Regular Meeting - March 17, 1999 Cottage Grove City Council Page 8 • MOTION BY RICE, SECONDED BY SHIELY TO ADOPT RESOLUTION NO. 99-38, A RESOLUTION CALLING FOR A PUBLIC IMPROVEMENT HEARING FOR APRIL 7, 1999 AT 7:30 P.M. FOR THE 1999 PAVEMENT MANAGEMENT PROJECT (AREAS "A" AND "C"). MOTION CARRIED. 4-0. Re�uest Hearing for Roger's Auto and Truck Parts, Inc. City Attorney Corrine Thomson stated that there has been an appeal of the Planning Commission's denial for a building permit for Roger's Auto & Truck Parts, Inc. on Ideal Avenue between 100 and 110` Streets and the Council's review has been requested. If the Council chooses to review the Planning Commission's denial, by ordinance there must be a hearing called within seven (7) to thirty (30) days. The Council can review and reverse the decision, but they should allow the applicant to speak. They do not have to hear any other new information however. The Council members were encouraged to view the existing documentation and the record of the Planning Commission meetings — video, minutes, audio. While the Council can open up the hearing to hear additional evidence, Ms. Thomson recommended not doing so. She commented that each member of the Council should have received a three-ring binder this past week that contained all the information presented by Roger's Auto. The Council can also decide not to review the appeal. • Thomson stated that if the Council did chose to review the appeal, they had some control over the scope of the review meeting. A hearing is necessary, but can be limited. Shiely asked if Ms. Thomson would facilitate since she has heard everything. She stated that she could make the Council's wishes known to the applicant, and give them notice of the ground rules. She can request that their comments not be repeated from the previous meeting and to only state why the appeal was made. Rice asked if the litigant could be given a set period of time, such as fifteen minutes. He expressed his desire not to hear all the evidence again. Thomson stated this did not have to be a published public hearing, but a set time for the applicant to come in and speak to the Council members and have a question and answer period. This action would be an agenda item. Wolcott stated that this item would be at the end of the agenda in response to a question from Shiely. MOTION BY SHIELY, SECOND BY KOHLS TO PLACE THIS AS AN ACTION ITEM UNDER "UNFINISHED AND NEW BUSINESS" ON THE APRIL 7, 1999 REGULAR • CITY COUNCIL MEETING AGENDA. MOTION CARRIED. 4-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES — None. Regular Meeting - March 17, 1999 Cottage Grove City Council Page 9 • COUNCIL COMMENTS AND REQUESTS For the record, Shiely stated her concern that the Council may need to add a monthly workshop evening to accomplish all the business that needs completing. The regular meetings are running too late for some of the actions that are being taken and it discourages the public from staying for the workshop sessions. In response to Washington County Attorney Doug Johnson's visit at the last meeting, Shiely stated she would like to see the Council send a letter to the City's Prosecuting Attorney Joe Taylor asking him to track the extra costs involved in having jury trials in Stillwater. She also suggested that Mr. Taylor to write a letter to Washington County. PAY BILLS A�prove Payment of Check Numbers 106876 to 107089 in the Amount of $392.260.83. MOTION BY KOHLS, SECONDED BY RICE TO APPROVE PAYMENT OF CHECK NUMBERS 106876 TO 107089 IN THE AMOUNT OF $392,260.83. MOTION CARRIED. 4-0. The regular Council meeting was temporarily adjourned to the adjoining conference • room for a Workshop Session at 8:55 p.m. WORKSHOP SESSION - OPEN TO THE PUBLIC Mayor Pro Tem Wolcott called the workshop to order at 9:10 p.m. Payroll Chan ,c�es Wolfe reported proposed changes to the payroll system. In her memo dated March 13, 1999 she reported that "Finance has found it increasingly difficult to process payroll in the current timeframe." She stated that several options have been looked at and reviewed. They have proposed these changes to employee groups. The current method of operation is that the pay period ends on Sunday and they are paid the next Friday. Time sheets are due Monday noon and must be entered by Monday at day end to meet various deadlines such as direct deposit. In order to complete the process, data entry and proofing needs to occur. As the City is growing there are more and more reports due such as deductions, child support payments, etc. Then if the pay period involves a holiday, it is even tougher to meet the deadline. There is no room for error or computer failure, and so forth. There is a feeling that the City has been fortunate that nothing has happened to date and that the City is at great liability for error/system crash, etc. • Johnson proposed a system whereby they would issue three checks in April to get on a new system of pay period ending on Sunday and the pay being disbursed on the second Friday after that date. By the end of the year, all fifty-two weeks will have been Regular Meeting - March 17, 1999 Cottage Grove City Council Page 10 • paid. This raised concern over a"lag week" employee's felt the City would be holding back. It also could cause some individual problems since one of the pay periods would be for only one week. As a result of employee concerns, Staff has proposed providing a"no-interest" loan for employees who have a financial hardship with this proposal to be paid back in December when this "floating week" is caught up. A concern raised over this alternative is that some employees still see the City as "holding a week back in pay." Thus, one solution suggested was to allow employees to pay back that loan over the time in increments each pay period until December 17, 1999. Again, the final result is that by the end of December all employees will have received the full fifty-two weeks pay and the year 2000 will also come out with fifty-two weeks pay. Wolcott asked if the move to the new payroll system made things "worse." Wolfe stated that growth has increased the difficulty. He had a hard time figuring this out and understanding the issue. He feels that employees do not want to wait two weeks before getting paid. He wondered where the problem was, since employees, except public safety and public works, receive the same pay each payroll period. Rice asked if splitting the payroll would help. Wolfe pointed out that part of the problem � with this alternative is the "transaction fee" or start-up costs associated with a payroll. This would double those costs. She stated that with the "low-end" type payroll systems, that while they are better than before (manual), they still were not the "high-end" payroll systems that larger organizations enjoy. The question was raised by a public works employee about coding and if it needed to be done at the time of payroll. His concern was in giving the City another week of pay "to hold on to." Schroeder stated that no matter what system or alternative they use, there would be some disruption to employees. They have attempted to provide a solution to the problems. Burshten asked if accrual of annual leave, etc. would remain the same. He also stated that some of the concern is because of a"feeling of mistrust." Shiely stated that the W2 would be the same for 1999 as it was for any other year, all the weeks would be paid prior to the end of December. Wolcott stated he does not want any employee to have "late payments" or other complications as a result of the switch. He stated that he still felt the problem was the "lousy computer program." . Kohls stated she was shocked to realize that the City was "crunching" the payroll processing in such a short period. She stated that she feels that they are fortunate that there have not been errors or problems prior to this. She asked the Council members to Regular Meeting - March 17, 1999 Cottage Grove City Council Page 11 � weigh this with the thought of what happens if the system crashes and the employees do not get a paycheck. She believed that this would be a much more serious issue than the adjustment to a more reasonably timed (for Finance) payroll activity period. The "cushion is better in the long run for the employees. Accuracy is more important." She asked what Finance does if they have a problem with the system. Wolfe responded that a technical MIS person is not available on Staff and therefore, they have to rely on outside consultants and the vendor to resolve issues that come up. Shiely asked Wolfe to do an example of the current system and the new system for the employees to better understand the concepts. Wolfe stated that this was an objective but that up until now, there had been daily changes to the proposal. Wolfe also stated that they have looked at this change hard and long. They do not want to implement a change and then a year or two down the line implement another change. They want a solution for the long term. Payroll is not just "black and white" and this is part of the issue. � Jeff Podoll, a public works employee, stated that there was still the need to address the issue of "mistrust." Wolfe answered that this was why the loan was put in there to help alleviate this feeling. The trust issue cannot be resolved overnight, stated Wolfe. • Additional discussion took place on using different shifts for payroll, as well as other possible solutions. Kohls stated she was still concerned that without a greater turn around time, there was still the issue of errors, system disaster, etc. Not all the issues are addressed by adding staff to payroll for this one-day period, or changing shifts. They need more time. Shiely asked everyone to remember that they were all part of the same team here. Yes, this will be a"minor" inconvenience to some employees, but it helps the whole team out. Jeff Podoll stated that it would help to put the examples in "black and white" and be very specific. He stated he hopes this will help resolve the trust issues. A citizen stated that he had a problem with the "Christmas" timing of this. However, he stated that you have to have a timecard to get paid what you work. Wolcott stated that he felt most people were in support of the change. Thus, if it can be explained in "black and white," go ahead with the change. He did ask if the Council was comfortable with the "gap loan." Receive Information on Annexation Inquirv from Mr. Gordon Nesvig of Grey Cloud • Township. Lindquist introduced information that was given to her by Mr. Gordon Nesvig regarding land development in Grey Cloud Island Township. Mr. Nesvig is interested in Regular Meeting - March 17, 1999 Cottage Grove City Council Page 12 • developing in the next 3-5 year timeframe. He is not sure that Grey Cloud Island Township can provide the utility service and other general city services he requires. He is looking to either Cottage Grove or St. Paul Park to provide these services. He would prefer them from Cottage Grove. According to John Burbank, Planning, a hard look would need to be taken if the City Council desires to provide them from Cottage Grove. Wolcott asked if this was the same proposal the City reviewed three or four years ago. Lindquist responded that it is. If this is the same location, stated Wolcott, then there are water level issues to be considered. There would need to be a drop in grade of the whole area. In his memo to City Council dated March 15, 1999, Burbank indicated that there were several issues that would need addressing. These included land transfer, utility services, public services, and land uses and development plans. Lindquist recommended that the City Council provide Staff with direction on how to proceed. Discussion among the Council members took place concerning these issues and • questions. The overall feeling was that it could be an expensive endeavor. The biggest issues center on Grey Cloud Island Township's feelings about annexation and the sewer system capacity issues. The Council members felt these were "delicate" issues. Lindquist stated that Mr. Nesvig is interested in a response from the City. Shiely suggested that Mr. Nesvig pursues the cost of these services from either Cottage Grove or St. Paul Park, the annexation procedure and costs and return to the Council. Wolcott asked Lindquist to forward to Mr. Nesvig the questions that staff and Council have. Roqer's Auto & Truck Parts, Inc. Ms. Thomson explained the process of the appeal and the hearing processes. She stated she will prepare a summary of the Council's requests to the applicant's attorney and discuss the process for the hearing. This was not an issue to go into closed session at this point. She fully expects that if the appeal is upheld by the City Council, there will be a lawsuit. Thomson discussed the best way to get questions answered to the Council after they have reviewed the video, planning commission minutes, and the information they have received. . The information the Council Members received in binders is from the applicant's attorney. If an individual member has a question, they can discuss it with the attorney or Kim Lindquist. Regular Meeting - March 17, 1999 Cottage Grove City Council Page 13 • WORKSHOP SESSION - CLOSED TO THE PUBLIC — None. At 10:53 p.m. the Council reconvened the regular meeting. ADJOURNMENT MOTION BY RICE, SECONDED BY SHIELY TO ADJOURN THE REGULAR MEETING AT 10:53 P.M. MOTION CARRIED. 4-0. THE WORKSHOP MEETING WAS ADJOURNED AT 10:53 P.M. Respectfully submitted, Deb Hawkinson Recording Secretary TimeSaver Off Site Secretarial, Inc. � .