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HomeMy WebLinkAbout1998-12-02 MINUTES� REGULAR MEETING COTTAGE GROVE CITY COUNCIL December 2, 1998 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 Denzer encouraged persons to limit their remarks to two (2) minutes per issue. Present: Mayor John Denzer Council Member Jim Wolcott Council Member Sandy Shiely Council Member Rod Hale Council Member Cheryl Kohls Absent: None Also present: Ryan Schroeder, City Administrator • Kirstin Barsness, Economic Development Director Jerry Bourdon, City Engineer Les Burshten, Public Works Director Jim Kinsey, Public Safety Director Corrine Thomson, City Attorney Michelle Wolfe, Assistant City Administrator No one expressed an interest to speak during the Open Forum. CALL TO ORDER The City Council of the City of Cottage Grove, Washington County, Minnesota held a regular meeting on Wednesday, December 2, 1998, at the Cottage Grove City Hall, 7516 80th Street South. Mayor Denzer called the meeting to order at 7:30 p.m. ROLL CALL Present: Mayor John Denzer Council Member Jim Wolcott Council Member Sandy Shiely Council Member Rod Hale . Council Member Cheryl Kohls Absent: None z Regular Meeting - December 2, 1998 Cottage Grove City Council • Page 2 Also present: Ryan Schroeder, City Administrator Kirstin Barsness, Economic Development Director Jerry Bourdon, City Engineer Les Burshten, Public Works Director Jim Kinsey, Public Safety Director Corrine Thomson, City Attorney Michelle Wolfe, Assistant City Administrator Mayor Denzer presided over the meeting. ADOPTION OF AGENDA City Administrator Schroeder stated that two items needed to be added to the agenda. Under Presentations, Schroeder would like to recognize the resignation of the Economic Development Director, Kirstin Barsness, and under the Open Workshop Session, Staff would like to add a discussion item regarding a telecommuting policy. MOTION BY WOLCOTT, SECONDED BY HALE, TO APPROVE THE FINAL • AGENDA. MOTION CARRIED. 5-0. PRESENTATIONS Recoc�nition of Public Safety Director, Jim Kinsev Schroeder stated that for the sake of the television audience the Council is recognizing that Acting Public Safety Director Jim Kinsey was appointed the Public Safety Director for the City of Cottage Grove effective today. Several members of the Cottage Grove Public Safety Department were in attendance to show their support of the appointment of Kinsey as Public Safety Director. Mayor Denzer and the Council congratulated Kinsey on his achievement. Kinsey stated he was overwhelmed with the support and recognized that this support drove him to achieve the position of Public Safety Director. Kinsey thanked the Council and Staff for giving him the opportunity to lead a wonderful group of people in the coming years. Kinsey thanked all for their support and the continued efforts given during his tenure as Acting Public Safety Director. Kohls stated the recruitment of a Public Safety Director was an interesting process, and informed the citizens that when the City performed a search they were looking for the best. She learned through this process that the judges in . Washington County use Cottage Grove as an example of how to do things right. Kohls also learned that the citizens consider Kinsey and the Cottage Grove Regular Meeting - December 2, 1998 Cottage Grove City Council • Page 3 police officers top notch. She stated that the City prosecuting attorney appreciates that Kinsey has been on the street and has a good understanding of the judicial system. She read a memorandum aloud regarding repeat drunk drivers and the aggressive prosecution of repeat drunk drivers, and stated that policies like the repeat drunk drivers policy are why Washington County judges feel that Cottage Grove is an example of how to do things right. Kohls thanked Kinsey for taking on this position. Hale stated that he agreed with Kohls comments and noted that the vote by the Council for Kinsey was unanimous. Mayor Denzer thanked the Public Safety Department for their efforts and stated that they are doing a fabulous job. Shiely stated that she had spoke with the City of Cottage Grove's first police chief and he told her that the City could not have chosen a better person for the job. Mayor Denzer thanked everyone in the audience for the support of Kinsey, as it showed the Council they made the right choice. Resiqnation of the Economic Development Director, Kirstin Barsness Schroeder informed the Council that the City's Economic Development Director, Kirstin Barsness, has submitted her letter of resignation. Barsness has been with the City for six years and done a lot of good work. Schroeder explained that • Barsness has decided to move on to a consulting position. The Staff and the Council wished Barsness well in her new consulting position. Barsness stated she appreciated the opportunity to serve the Cottage Grove community and iYs economic development efforts, and explained that she felt that there is a very strong foundation for the City's future. Barsness thanked the Council for their support during the past six years. APPROVAL OF MINUTES - None. CONSENT CALENDAR Shiely asked that Item E be pulled from the Consent Calendar and be added to the second workshop discussion regarding telecommuting. The Council agreed to the discussion and confirmed that there would be no action made on this item tonight. Kohls asked that Item O be pulled for discussion. Kohls questioned the agenda stating that the City would authorize a three year prosecution services agreement with F. Joseph Taylor, P.A., because the attached informational memorandum indicated there would be a two year agreement. Kohls asked for clarification from the Staff. r� LJ Regular Meeting - December 2, 1998 Cottage Grove City Council . Page 4 MOTION BY HALE, SECONDED BY WOLCOTT, TO: A. ACCEPT AND PLACE ON FILE THE MINUTES OF THE OCTOBER 26, 1998 PLANNING COMMISSION MEETING. B. APPOINT TINA W. VALEK TO THE COMMITTEE ON HISTORIC PRESERVATION. C. APPROVE THE CONDITIONAL EMPLOYMENT OFFER TO DAVID LIERMANN FOR PUBLIC SAFETY DISPATCHER. D. APPOINT KATHY DENNIS TO REGULAR STATUS EMPLOYEE. E. THIS ITEM HAS BEEN MOVED TO THE OPEN WORKSHOP FOR DISCUSSION REGARDING THE CITY'S COMMISSION TENURE POLICY AND RE-APPOINTMENT OF THE EXISTING MEMBERS OF THE PLANNING COMMISSION. F. RECEIVE INFORMATION REGARDING PUBLIC INPUT FOR THE COMPREHENSIVE PLAN UPDATE. • G. ADOPT RESOLUT/ON NO, 2� A RESOLUTION DESIGNATING THE ROBERT'S HOUSE, 8348 KEATS AVENUE SOUTH, AS AN HISTORIC SITE IN THE CITY REGISTER OF HISTORIC SITES AND LANDMARKS. H. ADOPT RESOLUTION NO. ��i,�A RESOLUTION DESIGNATING THE HILL-GIBSON HOUSE, 7003-7007 EAST POINT DOUGLAS ROAD, AS AN HISTORIC SITE IN THE CITY REGISTER OF HISTORIC SITES AND LANDMARKS. APPROVE CHANGE ORDER NUMBER 2 TO DANNER, INC. FOR THE 1998 PAVEMENT MANAGEMENT PROJECT FOR $25,735.36. J. AMEND ORDINANCE NUMBER 654 FOR CIGARETTES, TOBACCO, AND TOBACCO RELATED DEVICES OF THE CITY OF COTTAGE GROVE. K. RECEIVE REPORT FROM DOER REGARDING COMPLIANCE WITH THE LOCAL GOVERNMENT PAY EQUITY ACT. Zi� L. ADOPT RESOLUTION N0.�9T, A RESOLUTION APPROVING THE PERSONNEL POLICY FOR THE CITY OF COTTAGE GROVE. . Regular Meeting - December 2, 1998 Cottage Grove City Council • Page 5 Z�� M. ADOPT RESOLUTION NO. •� A RESOLUTION CERTIFYING THE DELINQUENT UTILITY BILLS IN THE AMOUNT OF $97,048.44. Zf� N. ADOPT RESOLUTION NO. -�21�J, A RESOLUTION APPROVING THE CSAH 39 (HADLEY AVENUE) RECONSTRUCTION PROJECT PLAN. O. STAFF IS TO PROVIDE CLARIFICATION REGARDING THE THREE- YEAR PROSECUTION SERVICES AGREEMENT WITH F. JOSEPH TAYLOR, P.A. P. APPOINTMENT OF JAMES KINSEY AS PUBLIC SAFETY DIRECTOR. MOTION CARRIED. 5-0. RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES - None. PUBLIC HEARINGS - None. BID AWARDS - None. • UNFINISHED AND NEW BUSINESS Receive Information on Green Corridor Project Mayor Denzer confirmed the Council had received information regarding the Green Corridor Project, and asked for comments. Shiely stated that several projects were not included and was wondering why. Schroeder responded that he attended a presentation regarding this issue and at that time the important parcels that needed to be preserved were identified as Brooklyn Park, Grey Cloud Island, and possibly Sand Prairie. Schroeder explained that his was not to suggest Cottage Grove is not important, but is just outside of the parcels identified. Schroeder explained the Green Corridor project in detail to the Council. Hale suggested that the members of the 1000 Friends of Minnesota come before the Council with a presentation regarding the Green Corridor Project. Shiely agreed. Schroeder stated he would arrange the presentation. RESPONSE TO PREVIOUSLY RAISED COUNCIL COMMENTS AND REQUESTS - None. COUNCIL COMMENTS AND REQUESTS Kohls informed the citizens that the Fire Department is sponsoring CPR and first . aid classes. She explained that pre-registration is needed for these classes. Regular Meeting - December 2, 1998 Cottage Grove City Council . Page 6 The classes are scheduled for December 14 and 16, 1998. Kohls encouraged all citizens to enroll in the classes by calling 458-2809. Kohls also noted her concern with regard to the County courts moving from Cottage Grove to Stillwater. She questioned the cost related to the move and the time taken by the Cottage Grove police officers when traveling to Stillwater. Wolcott agreed with Kohls' concern. He stated that he would like to review a report regarding the costs relating to this move, and that if the costs are considerable and there will be a lot of inconvenience to the Police Department, the City could possibly have this issue re-discussed by the County. Wolcott stated that he would like to make an informed discussion on this issue once more information is compiled. Mayor Denzer asked for the rationale behind the determination to move. Shiely stated that the judges made the decision. Kinsey stated that the move was not discussed, there was simply a change made to the court calendar assigning cases to Stillwater. He asked that the prosecuting attorney assist the Public Safety Department to assemble data to determine costs just for jury trials. Shiefy asked Staff to provide figures relating to percentages, and what percent of Washington County lives in the Cottage Grove area. She explained that from a convenience view point the County has an obligation to serve all of the citizens of the community, and Stillwater is extremely � inconvenient. Shiely stated that she was unhappy with this decision to move, and would like to let the County know how the Council feels about this issue. Wolcott stated that arraignments will still be held in Cottage Grove, and suggested the Council look at the whole picture to see if the whole issue balances out. Mayor Denzer stated that an explanation on the move to Stillwater should have been furnished by the County when the announcement was made. Wolcott informed the Council that the Great Grove Get Together Committee is starting to meet. Their meetings are held at 7:00 p.m. at the Armory, the second Wednesday of each month. He stated that anyone interested in being active in this committee should attend these meetings, and suggested that the City provide a Staff representative to attend. Wolcott asked that Schroeder review the Staff and appoint a Staff person to attend each meeting to keep the Council informed. He also suggested a representative from the Council attend each meeting as well. Schroeder responded that the City Clerk, in her licensing function, has been attending the committee meetings, and Shiely responded that she has been attending several of the meetings as well. Wolcott stated that a Staff member should be assigned specifically to keep the communication open. Mayor Denzer announced that the Truth in Taxation Hearing will be held on Monday, December 7, 1998 at 7:00 p.m. at City Hall. • Regular Meeting - December 2, 1998 Cottage Grove City Council � Page 7 PAY BILLS MOTfON BY SHIELY, SECONDED BY HALE, TO APPROVE PAYMENT OF CHECK NUMBER 105367 TO 105632 IN THE AMOUNT OF $291,647.25. MOTION CARRIED. 5-0. Mayor Denzer adjourned the Regular Council Meeting to the closed workshop session at 8:03 p.m. WORKSHOP SESSION - OPEN TO THE PUBLIC Mayor Denzer opened the open public workshop session at 8:15 p.m. 1999 Pav Plan for Non-Represented Employees Schroeder informed the Council that a wage policy for non-represented employees was put into place a couple of years ago. This policy provided that non-represented employees would receive wages at 97 percent of the market. Schroeder explained that Staff would like to finish up the three-year plan, and that at this point the non-represented employees appear to be below the 97 • percent point with regard to topic classification. He stated that Staff does not want the Council to approve an adjustment at this point, because Staff would like to make an across the board adjustment to non-represented persons and to continue to review the positions and ensure that Council has the understanding that Staff would come back with some additional adjustments. Schroeder explained that he does not want to hold up the standard wage increases. Assistant City Administrator Wolfe stated that at the next Council meeting Staff would provide a standard resolution for an across the board three percent adjustment. She explained that Staff would like to give out the January 1 three percent increase on time, and then take a harder look at the positions. Wolfe stated that for the last three years she has prepared a report listing the comparable cities and positions to see where Cottage Grove falls with average. The 1998 salaries appear to fall below the 97 percent point. Last year at this time, everybody was adjusted to 97 percent of the market. Wolfe explained the positions and the percentages on the list provided to the Council, and suggested that at this point the data could be affected at face value, but Staff would prefer the three percent across the board, and further research with similar cities. Mayor Denzer stated his concern is that down the road pay will need to be continually adjusted. Cottage Grove has no control over other community's . salaries. He questioned if the City is within one percent, why adjust. Wolfe responded that is why she asked for this discussion. Shiely stated she does not Regular Meeting - December 2, 1998 Cottage Grove City Council Page 8 • feel the need to stay at 97 percent. Kohls suggested reviewing this issue every other year or every third year. Wolcott stated that other communities have different tax bases. Schroeder explained that if the persons that are non-represented are not treated as those represented, those employees may consider making a change. Staff would like to ensure that the non-represented employees are treated as well as those with representation. Wolfe stated that 97 percent does not do this. Hale explained the discussions held by the Council when the decision to go to 97 percent was made. He stated that the 97 percent plan was a good compromise, and explained that once this 97 percent plan was put in place, the City was to be on schedule and would not need to be reviewed yearly. Hale stated that these employees are not unionized so their salary represents more of a merit pay. It is the City's opportunity to look at the employees. Shiely stated that this structure allows for a certain amount regardless of inerit. Shiely questioned the surrounding communities and wondered if they had a big turnover, and paid their employees less. Would this mean we had to lower wages? Wolfe stated that the report shows non-represented employees paid at • the top range, meeting the 97 percent target. She explained the percentage target and the pay rate. Kohls suggested this issue be reviewed every two or three years and it could be balanced out then. Shiely stated that a yearly review makes it difficult to have big changes. Mayor Denzer stated that some communities may adjust seven percent and some may adjust one percent. He confirmed that the Council agrees to a three percent increase. Schroeder confirmed that Staff will come back before the Council with an analysis on this issue. Discussion on Telecommuting and the City's Tenure Policy and Re-Appointment of the Existinq Members of the Planning Commission Schroeder reported that the future work environment is moving towards the use of telecommuting technology. Experts are saying that organizations should start discussing, and perhaps implementing, telecommuting programs. The City currently has an employee that may be removed for the office for some time. This employee could go on disability, but has offered to perform projects from home. Schroeder stated that this is more of a benefit to the City than allowing the employee to go on disability leave, and he asked the Council for their opinion . on telecommuting. He explained that if the City does provide for telecommuting, Regular Meeting - December 2, 1998 Cottage Grove City Council . Page 9 it needs to be extremely structured, and provided the Council with a policy for their review and to provide comments to Staff. Wolfe added that policies within the City have a bearing on telecommuting. Not having a telecommuting policy puts the City in a position to allow an employee to sit home and do nothing, or the City could implement a plan that would allow the employee to perform projects from their home. She explained that the City is paying the employee either way. Wolfe explained how the salary for a telecommuting employee would be determined. She stated that if an employee is on short term disability, they cannot work, and if the City can accommodate an employee who wants to work from home, it would be cost effective for the City. Hale questioned if a temporary employee is needed to physically be in the offices to meet the public's need of an employee who is telecommuting, and how would that effect a telecommuter? Wolfe stated that the telecommuter would be assigned projects and the number of hours could be planned around a temporary employee. Hale suggested that the City Attorney review this policy and give his recommendation. • Mayor Denzer questioned if an employee is on medical leave, will that person accept 15 hours of pay in lieu of inedical leave. Schroeder stated that there are varied scenarios, and if a policy were put into place it would answer the varied scenarios. Mayor Denzer suggested the issue of telecommuting be taken under study by the Council for a few weeks. Kohls stated that she has seen this policy in action at large companies and it worked well. Wolcott stated that he feels the City provides customer service and the employee needs to be physically available for the customer. Hale stated that this could work for some employees, not all. Wolfe stated that the policy only allows for non-bargaining unit positions, which limits it to a small number of employees. She stated that there will need to be a form filled out describing the project, and it is project oriented. Shiely stated that she is not opposed to the concept, but is concerned about the timing of the policy as it pertains to a particular situation of an employee right now. � . • • Regular Meeting - December 2, 1998 Cottage Grove City Council � Page 10 Schroeder stated that the individual who is on leave did not ask for the telecommunication policy. This person could go on disability, but offered to work on projects from the home. Hale asked if telecommuting could apply to this one person as a unique situation and not implement a policy. He suggested this employee work on a formal basis, but not on a basis that opens the door to everybody. Wolcott stated this would have to be a benefit to the City, not the employee. Schroeder asked the Council to review the telecommuting policy and discuss it again at a later date. Wolfe stated that before the City Attorney reviewed the policy, Staff asked the Council to review it. Wolcott asked that the Staff consider the extra costs to the City. Wolfe stated the only expense to the City is the loading of City software. The Council agreed that they need to review the proposed policy in detail and discuss this issue again at a later date. Shiely asked how the Staff is planning on getting the Comprehensive Plan successfully finished from a staffing point, and how crucial Staff feels it is that the . current Planning Commission stay in place. Wolcott stated that it is in the best interest of the people to extend the Planning Commission's term for one year while working on the Comprehensive Plan. Schroeder stated that Senior Planner McCool has been in an active position and he will fill in comfortably as the Lease Planning Director. Shiely asked what type of extension is requested for the Planning Commission. Schroeder responded one year. Shiely asked the rationale for extending the deadline for the Comprehensive Plan, and Schroeder responded that the extension was requested so the Comprehensive Plan could be completed. Shiely stated that if the process needs to be extended, the players also need to be extended. Wolcott explained the rationale of phasing people in and out of the Comprehensive Plan preparation. Mayor Denzer closed the open public workshop session at 9:14 p.m. WORKSHOP SESSION - CLOSED TO THE PUBLIC - None. ADJOURNMENT MOTION BY HALE, SECONDED BY MAYOR DENZER, TO ADJOURN THE REGULAR COUNCIL MEETING AT 9:15 P.M. MOTION CARRIED. 5-0. � Respectfully submitted, r r G Regular Meeting - December 2, 1998 Cottage Grove City Council : Page 11 Carolyn Petruga, Recording Secretary TimeSaver Off Site Secretarial, Inc. �J