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HomeMy WebLinkAbout1998-12-16 PACKET 03.B.. ;. � . : ��. i �-�o���o • � •:• OPEN FORUM - 7:15 p.m. Open Forum provides persons an apportunity 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 Councii Member Jim Wolcott Council Member Sandy Shiely Council Member Rod Haie 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 6Cinsey, Public Safefy Director Corrine Ttromson, City Attorney Michelle Wolfe, Assistant City Administrator No one expressed an interest to speak during the Open Forum. CALL T� ORDER The City Council of the City of Cottage Grove, Washington held a regular meeting on Wednesday, December 2, 1998, City Hall, 7516 80th Street South. Mayor denzer called th 7:30 p.m. ROLL CALL Present: i�ayor Jahn Denzer Gouncil Member Jim Wolcott Cour�cil Member Sandy Shiely C;ouncii Member Rad Hal2 Council Member Cheryl Kohls County, Minnesota at the Cottage Grove e meeting to order at �bsent: Nr�ne ReguEar fVeeting - December 2, 1998 Cottage Grove City Councii Page 2 Also present: Ryan Schroeder, City Administrator Kirstin Barsness, Economic Developrnent Director Jerry Bourdon, City Engineer Les Burshten, Public Works Director Jim Kinsey, Public Safety Director Corrine Thomson, City Attorney Michelle Woife, 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 Deveiopment Director, Kirstin Barsness, and under the Open Workshop Session, Staff would like to add a discussion item regarding a telecommuting policy. MOTION BY WO�COTT, SECONDED BY HALE, TO APPROVE THE FINAL AGENDA. MOTION CARRIED. 5-0. PRESENTATIONS Recognition of Pubiic Safetv 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 af Kinsey as Public Safety Director. Mayor Denzer and the Cauncil congratulated Kinsey on his achievement. Kinsey stated he was overwhelmed with the support and recognized that this support drove him to achieve the pasitinn of Pubiic Safety Director. Kinsey thanked the Gouncil and Staff for giving him the opportuniTy to lead a wonderful group of peopie in the coming years. Kinsey thanked all for their support and the continued effiorts given during his tenure as Acting Public Safety Director. Kohls stated the recruitment af a Public Safety Director evas an interesting process, ar:d informed the citizens th�t vvhen Che City perfarmed a search they were looking Eor the best. She learned fhrough this process that the judges in tNashington County use Cottage Grove as an exampEe of haw to do things right. Kohls <-�Iso le�rned that the citizens ronsider Kinsey and the Cattage Grave Regular Nteeting - 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 tne 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 exampie of how to do things right. Kohis 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 Councii they made the right choice. Resynation 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 Iot of good work. Schroeder explained that Barsness has decided to move on to a consulting position. The Staff and the Council wished Barsness weli in her new consuiting position. Barsness stated she appreciated the opportunity to serve the Cottage Grove comrnunity and it's economic deveiopment 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. APPR OVAL OF MINUTES - None. CONSENT CALENDAR Shiely asked that Item E be pulied from the Consent Calendar and be added to the second workshop disc,ussion regarding telecommuting. The Council agreed fo the discussion and confirmed that there would be no action made on this item tonight. Kahis asked 4hat Item O be pulled for discussion. Kohls yuestioned the agenda sYating that the City would autharize a fhree year prosecution services agreement vvith F. Jaseph Taylor, P.A., because the attached informatianal memarandum indicated there would be a two year agreemenY. Kahis asked for clarificatian from the Staff. Regular Meeting - December 2, 1998 Cottage Grove City Council Page 4 MOTION BY HA�E, SECONDED BY WOLCOTT, TO: A. ACCEPT AND PLACE ON FILE THE MINUTES OF THE OCTOBER 26, 1998 PLANNING COtv1MISSION MEETING. B. APPOINT TINA W. VALEK TO THE COMMITTEE ON HISTORIC PRESERVATION. C. APPROVE THE CONDITIONAL EMPLOYMENT dFFER TO DAVID LIERMANN FOR PUBLIC SAFETY DISPATCHER. D. APPOINT KATHY DENNIS TO REGULAR STATUS EMPLOYEE. E. TNIS ITEM HAS BEEN MOVED TO THE OPEN WORKSHOP FOR DISCUSSION REGARDING THE CITY'S COMMISSION TENURE PO�ICY AND RE-APPOINTMENT OF THE EXISTING MEMBERS OF THE PLANNING COMMISSION. F. RECEIVE INFORMATION REGARDING PUBLIC INPUT FOR THE COMPREHENSIVE PLAN UPDATE. G. ADOPT RESOLUTIOId MO. 215, A RESOLUTION DESIGNATING TNE ROBERTS HOUSE, 8348 KEATS AVENUE SOUTH, AS AN HISTORIC SITE IN THE CITY REGISTER OF HISTORIC SITES AND LANDMARKS. H. ADOPT RESOLUTIOtV NO. 2?6, A RESO�UTION DESIGNATING THE HIL�-GIBSON HOUSE, 7003-7007 EAST POINT DOUGLAS ROAD, AS AN HISTORIC SITE IN TNE CITY REGISTER OF HISTORIC SITES AND LANDM�,RKS. APPROVE CNANGE ORDER NUMBER 2 TO DANNER, INC. FOR THE 1998 PAVEMENT MANAGEMENT PROJECT FOR $25,735.36. J. AMEND dRDIPJANCE NUMBER 654 FOR CIGARETTES, TOBACCO, AND TdBACCd RELATED DEVICES OF THE CITY OF COTTAGE GFtdVE. K. RECEIVE REPORT FRdM DOEF2 REGARDIfJC Cdf�PLEANGE WITH THE �(�CAL Ct}VERNMENT PAY EQUITY ACT. L. AdC7PT F2��()L.(17'ICP� NCB. 2�7 A RESC)L.l1TBOiV APPROVING THE PER50NP�EL POl_IGY F(7F; THE CITY OF COTTAGE GROVE. Regular Meeting - December 2, 1998 Cottege Grove City Councii Page 5 M. ADOPT F2ESOLU7"!�N PdO. 218, A RESOLUTION CERTIFY�NG THE DELINQUENT UTlLITY BILLS IN THE AMOUNT OF $97,048.44. N. ADOPT RESOLUTB�N NO. 2f8, A RES(�LUTION APPROVING THE CSAH 39 (HADLEY AVENUE) RECONSTRUCTION PROJECT PLAN. O. STAFF IS TO PROVIDE C�ARIFICATION REGARDING THE THREE- YEAR PROSECUTION SERVICES AGREEMENT WITH F. JOSEPH TAYLOR, P.A. P. APPOINTMENT OF JAMES KINSEY AS PUBLIC SAFETY DIRECTOR. u♦ • ••- � � RESPONSE TO PREVIOUSLY RAISED OPEN FORUM ISSUES - None. PUBLlC HEARINGS - None. :�• •'� . UPVFINISHED AND NEW BUSINESS Receive Information on Green Corridor Proiect Mayor Denzer confirmed the Councii 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 imporfant parceis that needed to �e preserved were idenfified as Brookiyn 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 Carridor project in detail 4o 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 sta4ed he would arrange the presentation. RESPONSE_TO PREVIdUSL,�.Y RAISED COUNC�L COMMENTS AND FZEQUESTS - None. COUfVC CC7PViMENTS AN REQUESTS Kohis informed the citizens that the Fire Department is sponsoring CPR and first aid classes. She expiained that pre-registration is needed for thes� classes. Regular Meeting - December 2, 1998 Cottage Grove City Councii Page 6 The classes are scheduled for December 14 and 16, 1998. Kahis encouraged all citizens to enroll in the classes by caliing 458-2809. Kohis aiso noted her cancern 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. Waicott agreed with Kohis' concern. He stated that he would Iike 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 Stiliwater. He asked that the prosecuting attorney assist the Public Safety Department to assemble data to determine costs just for jury trials. Shiely asked Staff to provide figures relating to percentages, and what percent of Washington County lives in the Cottage Grove area. She expiained that from a cor�venience view point tE�e County has an obligation to serve ail of the citizens of the community, and Stillwater is extremely inconvenient. Shie�y 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 Gouncil 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 Councii that the Great Grove Get Together Committee is starting to meet. Their meetings are held at 7:04 p.m. at the Rrmory, 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 5taff person to attend each meeting to keep the Gouncif informed. Ne aPsa suggested a representative from the Council attend �ach meeting as well. Schroeder responded that the City Glerk, in her licensing function, has been attending the cornmittee meetings, and Shiely responded that she has been attending several of the meetings as well. Wolcott stated that a Staff member shouid be assigned specifically ta keep the communicatian open. IUiayar Denzer an�aunr,ed that the Truth in Taxatian Hearing will be held an (�anday, Dec�rnber 7, 1998 at 7:00 p.m. at Cify Hali. Regular Meeting - December 2, 1998 Cottage Grove City Council Page 7 PAY BI�LS fv10TION BY SHIELY, SECONDED BY HALE, TO APPROVE PAYMENT OF CHECK NUtviBER 105367 TO 105632 IN THE AMOUNT OF $291,647.25. MOTION GARRIED. 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 Pay Plan for Non-Re�resented Employees Schroeder informed the Councii 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 Cauncil 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 wouid 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 wouid pravide a standard resolution f�r an acrass 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 repart listing the comparabie cities and positions to see where Cottage Gr�ve falls with average. The 1998 saieries appear tn fall below the 97 percent point. Last year at this time, everybody vdas adjusted to 97 percent of the market. Wolfe explained the pasitions and the percentages on the list provided to the Council and suggested that at this paint the data couid be affected at face value, but Staff would prefer the three percent across the board, and further research with similar esties. Mayor Denzer stated his concern is that dnwn the raad pay vvili need to be continually adjusted. Gattage Grove h�s no canfrol over other camrnunity's salaries. He quesYioned if the City is withirr one percenf, wh�� adjust. Woffe responded tFrat is whoy she asked far this discussian Shiely statec! she does not Ftegular Meeting - December 2, 1998 Cottage Grove City Council Page 8 feel the need to stay at 97 percent. Kohis 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 wouid 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 expiained 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 expiained that once this 97 percent plan was put in piace, the City was to be on schedule and would not need fo be reviewed yearly. Hale stated that these employees are not unionized so their salary represents more of a merit pay. ft 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. Wouid 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. Shiefy 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 coniirmed that the Cauncil agrees to a three percent increase. Schroeder confirmed that Staff will come back before the Council with an analysis on this issue. Discussion on Telecommutinq and the City's Tenure Policy and Re-Appointment of the Existina Members of the Planning Commission Schroeder reported that the future work enviranment is moving towards tna use of telecommuting technology. Experts are saying that organizations should start discussing, and perhaps implementing, telecomrr�uting programs. The City currently has an employee thaf may be removed for the office for some time. This employee couid go on disability, but has offered to perform projects frorer harne. Sc,hroeder stated that this is m�re of a benefit to the City than allavving the employee to go on disabiGty €eav�:, and he asked the Councii for their opinian on Yelecammufing. hle expla�ned that if the Ciiy daes provide for telecarnmuting, Regular Meeting - December 2, 1998 Cattage Grove City Councii 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 ta sit home and do nothing, or the City couid implement a plan that would allow the employee to perfarm projects from their home. She explained that the City is paying the empioyee 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. Ffale suggested that the City Attorney review this policy and give his recommendation. Mayor Denzer questioned if an emplayee is on medical Ieave, wili 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. Kahis stated that she has seen this poiicy in action a[ large companies and ii worked well. Wolcott stated that he feels the City provides customer service and the employee needs ta be physically available for the customer. Haie stated that this cauld work for some employees, not all. Nlolfe stated that the policy only ailows for non-bargaining unit positions, which limits it to a smell number of empioyees. She stated that there wiil need ta be a form filled out describing the project, and it is project oriented. Shiely stated fihat she is not oppased to the concept, but is concerned about khe timing o# the palicy as it pertains Yo a particular situation of an employe� righf now. Regular Meeting - December 2, 1998 Cottage Grove City Councii Page 10 Schroeder stated that the individual who is on leave did not ask for the tefecommunication policy. This person could go on disability, but offered to work on projeets from the home. Hale asked if telecommuting could appiy to this one person as a unique situation and not implement a policy. He suggested this errrployee 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 detaii and discuss this issue again at a later date. Shie(y 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 r�eadline far the Comprehensive Plan, and Schroeder responded that the extension was requested so the Comprehensive Pfan could be completed. Shiely stated that if the process needs to be extended, the piayers also need to be extEnded. Wolcott explained the rationale af phasing people in and aut of ihe Comprehensive Plan preparation. Mayar Denzer closed the open public workshap session at 9:14 p.m. WORKSHOP SESSION - CLOSED TO TNE PU�LIC_ - None. ADJOl1RhJMENT �1QTI(JN �Y FiALE, SECONDED BY MAYOR �7ENZER, TO AQJC>URR! THE REGULAR GC7U(VCIL P�EETI�IG AT 9:15 P.M. f�OTIt7N CARRIED. 5-0. R�;s�ectfully sut7mitfec�, Regufar Meeting - December 2, 1998 Cottage Grove City Council Page 11 CaroEyn Petruga, Recording Secretary TimeSaver Off Site Secretarial, Inc.