HomeMy Public PortalAbout12.05.2023 City Council Meeting MinutesMedina City Council Meeting Minutes
December 5, 2023
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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.)
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December 5, 2023
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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
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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
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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.
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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:
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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.
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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.
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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:
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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