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HomeMy Public PortalAbout12.05.2023 City Council Meeting MinutesMedina City Council Meeting Minutes December 5, 2023 1 MEDINA CITY COUNCIL MEETING MINUTES OF DECEMBER 5, 2023 The City Council of Medina, Minnesota met in regular session on December 5, 2023 at 7:00 p.m. in the City Hall Chambers. Councilmember Albers presided. I. ROLL CALL Members present: Albers, Cavanaugh, DesLauriers, Martin (virtual attendance), and Reid (arrived at 7: 13 p.m.). Members absent: None. Also present: City Administrator Scott Johnson, City Clerk Caitlyn Walker, Attorney Dave Anderson, Finance Director Erin Barnhart, City Engineer Jim Stremel, City Planning Director Dusty Finke, Public Works Director Steve Scherer, and Chief of Police Jason Nelson. II. MOTION TO DELEGATE DUTIES TO PRESIDE OVER THE MEETING TO COUNCIL MEMBER ALBERS (7:00 p.m.) Moved by Cavanaugh, seconded by DesLauriers, to delegate duties to preside over the meeting to Council Member Albers. A roll call vote was performed: Cavanaugh aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. III. PLEDGE OF ALLEGIANCE (7:01 p.m.) IV. ADDITIONS TO THE AGENDA (7:01 p.m.) Johnson requested to add an Item, Consideration of Assignment and Assumption Agreement with COR Trust Bank to Facilitate the City’s Purchase of Hennepin County PID 04-118-23-14-0004. Moved by DesLauriers, seconded by Albers, to approve the agenda as amended. A roll call vote was performed: Cavanaugh aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. V. APPROVAL OF MINUTES (7:02 p.m.) Medina City Council Meeting Minutes December 5, 2023 2 A. Approval of the November 21, 2023 Regular City Council Meeting Minutes Moved by Albers, seconded by DesLauriers, to approve the November 21, 2023 regular City Council meeting minutes as presented. A roll call vote was performed: Cavanaugh aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. VI. CONSENT AGENDA (7:03 p.m.) A. Approve 2024 Tobacco License Renewals B. Approve Personnel Policy 8.95 Severe Weather C. Approve Resolution 2023-111 Accepting Donation from Steve Lundell D. Authorize Recruitment for Temporary Election Assistants E. Approve Brush Grinding and Compost Removal Services Agreement with Minnesota Topsoil Johnson stated that staff is requesting to pull Item B from the Consent Agenda. Moved by DesLauriers, seconded by Cavanaugh, to approve the consent agenda as amended. Further discussion: Albers thanked Steve Lundell for his generous contribution, noting that his son and many other children enjoyed the Cops and Bobbers event. A roll call vote was performed: Cavanaugh aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. B. Approve Personnel Policy 8.95 Severe Weather Johnson stated that Martin had some questions on the policy and staff worked with Anderson to update the policy. He stated that updated copies were provided to the Council and thanked Martin for her contributions. Moved by Albers, seconded by DesLauriers, to approve Personnel Policy 8.95 Severe Weather as amended and presented to the Council tonight. A roll call vote was performed: Cavanaugh aye DesLauriers aye Martin aye Medina City Council Meeting Minutes December 5, 2023 3 Albers aye Motion passed unanimously. VII. COMMENTS (7:06 p.m.) A. Comments from Citizens on Items not on the Agenda There were none. B. Park Commission Scherer reported that they are between seasons and have been working to potentially plant trees at Hunter Park. DesLauriers commented on the difference in costs between the bids for brush grinding. He asked if Minnesota Topsoil was used last year. Scherer confirmed that the City did use that contractor for the previous year. C. Planning Commission Finke reported that the Planning Commission will not be holding a meeting in December as the applicant has requested that the review be delayed. Albers asked if the vacant positions on the Commission have been advertised. Finke stated that there are three terms expiring and a resignation was also received. He believed there would be interest from those with expiring terms to continue but noted that there would be at least one vacancy that has recently been advertised. VIII. PRESENTATIONS (7:10 p.m.) A. Resolution 2023-112 Recognizing Police Officer Keith Converse for 20 Years of Service Albers read the draft resolution recognizing Police Officer Keith Converse for 20 years of service. Nelson commented that Converse has filled his role better than could have ever been expected and appreciates his service to the community. He commented that Converse is one of the most reliable officers in the department and has great communication skills. He stated that he is glad to have him in the department and hopes he stays for many more years. Reid arrived. Moved by Albers, seconded by Cavanaugh, to Adopt Resolution 2023-112 Recognizing Police Officer Keither Converse for 20 Years of Service. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Medina City Council Meeting Minutes December 5, 2023 4 Martin aye Albers aye Motion passed unanimously. IX. NEW BUSINESS A. 2024 Budget (7:15 p.m.) 1. Budget and Tax Levy Presentation – Public Comment Johnson stated that staff is recommending a decrease of about $35,000 to the property tax levy. Barnhart stated that the preliminary budget and levy were adopted in September and staff is now proposing a decrease to those amounts due to savings in health insurance plan coverage costs. She stated that when comparing 2023 to 2024 there will be a tax rate decrease. She provided additional details on the general fund expenditures and information on the property tax levy. She reviewed tax levy comparison information and provided more information on utility rate increases. She stated that the City has a five- year Capital Improvement Plan and highlighted some of the equipment purchases and road projects planned for 2024. DesLauriers asked for details on the amount of State aid previously received for fire services. Barnhart replied that the last allocation was $50,000, explaining that was a direct in and out and the City was simply a pass through. DesLauriers asked if the West Suburban Fire District will now receive that directly or whether that would be lost funding. Barnhart replied that she was unsure but confirmed that staff could reach out to that organization to advise them of the possible funding opportunity, if they were not already aware. She highlighted some of the shared services Medina participates in with neighboring communities to reduce costs. She also provided details on charitable gambling funds, noting that will come forward for a future discussion. Cavanaugh asked if the Council would be able to adopt a different number than recommended. Barnhart commented that the City could not increase the amount adopted as the preliminary budget and levy but could reduce those numbers. She stated that the levy could be decreased by $35,000 as recommended or those funds could be allocated to something else. Cavanaugh commented that he was thinking of allocating those funds towards the recent property purchase. DesLauriers noted that would be a drop in the bucket compared to the cost. Cavanaugh asked for more information on the healthcare coverage. Medina City Council Meeting Minutes December 5, 2023 5 Barnhart stated that for the first time, employees were allowed to deny healthcare coverage if they could prove that they have coverage through a spouse. She commented that some employees chose to decline coverage for their spouses and dependents through the City since the spouse’s employer offered better healthcare coverage. Cavanaugh asked if employees are offered an incentive for opting out of the City coverage. Johnson stated that staff has considered such an option and that will be part of continued discussions. He stated that at this time there was no incentive for opting out of the City coverage. Cavanaugh asked that be added to the list of Council goals for 2024. 2. Resolution 2023-113 Approving 2024 Final Tax Levy Moved by DesLauriers, seconded by Cavanaugh, to adopt Resolution 2023-113 Approving the 2024 Final Tax Levy. Further discussion: Anderson asked that the Council provide an opportunity for public comment. Albers opened the floor for any public comments. Susan Seeland,470 Peavy Road, thanked the Council and staff for listening and hearing the Deerhill community on its desire to have their trails paved. Bruce Newman, 25 Hamel Road, commented on the letter he received from Hennepin County relating to property taxes. He stated that he has had his home for 50 years but recently lost his homestead tax status because his property was put into a limited partnership. He asked if he would be able to reinstate the homestead classification for his property. Johnson suggested that Mr. Newman speak with the assessor about this issue. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. 3. Resolution 2023-114 Approving 2024 Final Budget Moved by DesLauriers, seconded by Cavanaugh, to adopt Resolution 2023-114 Approving the 2024 Final Budget. A roll call vote was performed: Medina City Council Meeting Minutes December 5, 2023 6 Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. B. Ordinance Adopting an Amended Fee Schedule (7:36 p.m.) Johnson commented that Barnhart worked with the department heads to develop an updated fee schedule for 2024. Barnhart stated that there were some minor changes and a few additions, welcoming any questions the Council may have. She noted that several fees within the Police Department were not updated for many years and therefore Nelson consulted with other communities to inform the proposed increases. DesLauriers stated that he would like to see more information on the calculations for Hamel Urban Services water and Independence Beach and Morningside connections. He commented that he would just like to have the additional information and does not need an immediate response. Albers recognized that the fee event security was increased to $150 per hour, which seems low. Nelson commented that is very competitive with neighboring communities noting that some cities are higher, and some are lower. He commented that the fee would cover the costs for staffing. He provided some examples of when officers staff for different events. He confirmed that an organization is charged for that time. Albers asked if administrative time is also factored into that cost. DesLauriers asked and received confirmation that this time would be overtime for an officer. Nelson commented that he is comfortable with the fee proposed. He commented that the fee for a reserve officer also falls into the middle when comparing to other communities. He commented that administrative time is very minimal. He noted that often reserve time is often swapped between departments and there is no billing, explaining that if the City assists with an event in another community that City will often send assistance for a Medina event. Albers opened the public hearing. No comments. Albers closed the public hearing. 1. Ordinance 721 Adopting an Amended Fee Schedule for 2024 Moved by DesLauriers, seconded by Albers, to Adopt Ordinance 721 Adopting an Amended Fee Schedule for 2024. Medina City Council Meeting Minutes December 5, 2023 7 A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. 2. Resolution 2023-115 Authorizing Publication of Ordinance 721 by Title and Summary Moved by DesLauriers, seconded by Cavanaugh, to Adopt Resolution 2023-115 Authorizing Publication of Ordinance 721 by Title and Summary. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. C. Ordinance Amendment – Nonconforming Uses and Structures (7:45 p.m.) Johnson stated that updates were required to nonconforming uses and structures in order to remain compliant. Finke commented that these changes are in response to State Statute. He stated that the Planning Commission discussed this topic in depth and reviewed the discretionary items the Commission recommended to be included in the ordinance related to expansion of nonconforming uses and structures. He stated that no input was received at the public hearing held by the Commission and there was unanimous support for the recommended action. DesLauriers used a scenario in which a home is in a commercial zoning district, and more than 50 percent is damaged in a fire. He asked if that could be rebuilt within 180 days. Finke replied that replacement is allowed straight through permit, as long as there is not expansion. DesLauriers noted that sometimes it could be difficult to obtain a permit within 180 days when waiting for an insurance check. Anderson commented that the statute simply indicates that application for permit must be submitted within 180 days and a resident can then wait to begin construction when the funds are released from insurance. Medina City Council Meeting Minutes December 5, 2023 8 1. Ordinance 722 Amending Chapter 8 of the City Code Pertaining to Nonconforming Uses and Structures Moved by Albers, seconded by Reid, to Adopt Ordinance 722 Pertaining to Nonconformity Uses and Structures. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. 2. Resolution 2023-116 Authorizing Publication of Ordinance 722 by Title and Summary Moved by DesLauriers, seconded by Reid, to Adopt Resolution 2023-116 Authorizing Publication of Ordinance 722 by Title and Summary. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. D. Consideration of Assignment and Assumption Agreement with COR Trust Bank to Facilitate the City’s Purchase of Hennepin County PID 04-118-23- 14-0004 (7:56 p.m.) Johnson stated that this agreement is for tract two, which the City submitted a purchase agreement for last week. Anderson stated that the City received this today and the Council approved a purchase agreement for the southern Cates parcel late last week during a special meeting. He stated that this document would allow the City to step into the shoes as the buyer. He noted that it is a pretty straight forward document, but a few minor tweaks may be necessary. He recommended that the Council approve the requested action so that the City can facilitate the land transaction. Moved by DesLauriers, seconded by Albers, to approve the Assignment and Assumption Agreement between the City of Medina and COR Trust Bank as presented to Facilitate the City’s Acquisition of Hennepin County PID 04-118-23-14-0004 pursuant to a separate, previously approved purchase agreement, and subject to revisions and corrections deemed necessary by the City Attorney. A roll call vote was performed: Medina City Council Meeting Minutes December 5, 2023 9 Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. X. CITY ADMINISTRATOR REPORT (7:59 p.m.) Johnson commented that there is a red banner popping up on emails and confirmed consensus of the Council to change the filter system which will stop that banner from popping up. XI. MAYOR & CITY COUNCIL REPORTS (8:00 p.m.) No comments. XII. APPROVAL TO PAY THE BILLS (8:00 p.m.) Moved by Cavanaugh, seconded by Reid, to approve the bills, order check numbers 055069-055092 for $127,976.73, EFT 007074E-007087E for $76,791.65, and payroll EFT 0513158-0513189 for $68,676.30. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. XIII. ADJOURN Moved by DesLauriers, seconded by Cavanaugh, to adjourn the meeting at 8:01 p.m. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. __________________________________ Kathleen Martin, Mayor Attest: ____________________________________ Caitlyn Walker, City Clerk