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HomeMy Public PortalAbout01.16.2024 City Council Meeting MinutesMedina City Council Meeting Minutes January 16, 2024 1 MEDINA CITY COUNCIL MEETING MINUTES OF JANUARY 16, 2024 The City Council of Medina, Minnesota met in regular session on January 16, 2024 at 7:00 p.m. in the City Hall Chambers. Councilmember Albers presided. I. ROLL CALL Members present: Albers, Cavanaugh, DesLauriers, Martin (virtual, arrived 7:01), and Reid. Members absent: None. Also present: City Administrator Scott Johnson, City Clerk Caitlyn Walker, Attorney Ron Batty, City Engineer Jim Stremel, City Planning Director Dusty Finke, Public Works Director Steve Scherer, and Police Sergeant Kevin Boecker. II. MOTION TO DELEGATE DUTIES TO PRESIDE OVER THE MEETING TO COUNCILMEMBER ALBERS (7:00 p.m.) Moved by DesLauriers, seconded by Reid, to delegate duties to preside over the meeting to Councilmember Albers. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Albers aye Motion passed unanimously. III. PLEDGE OF ALLEGIANCE (7:01 p.m.) IV. ADDITIONS TO THE AGENDA (7:01 p.m.) The agenda was approved as presented. V. APPROVAL OF MINUTES (7:01 p.m.) A. Approval of the January 2, 2024 Regular City Council Meeting Minutes Moved by Albers, seconded by DesLauriers to approve the January 2, 2024 regular City Council meeting minutes as presented. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. Medina City Council Meeting Minutes January 16, 2024 2 VI. CONSENT AGENDA (7:03 p.m.) A. Approve Resolution 2024-02 Appointing Election Judges for the March 5, 2024, Presidential Nomination Primary Election B. Approve Resolution 2024-03 Appointing Absentee Ballot Board Election Judges for the March 5, 2024, Presidential Nomination Primary Election C. Approve Appointment of Gregory Plec to the Position of Temporary Election Assistant D. Approve Right of Way Easement with Independent School District 284 E. Approve Drainage Easement with Independent School District 284 F. Approve 2024 Pay Equity Implementation Report G. Approve Resolution 2024-04 Accepting Donation from Doboszinski & Sons H. Approve Resolution 2024-05 Accepting Donation from James Victorsen I. Approve Resolution 2024-06 Accepting Donation from David and Sally Nordby J. Approve Easement Acquisition for Morningside/Maplewood Stormwater Project K. Approve the Appointment of Chris Woestehoff to the Position of Police Officer Moved by Reid, seconded by Cavanaugh, to approve the consent agenda. Further discussion: Albers thanked those that gave donations to the City and its Police Department. Martin congratulated the Police Department on the addition of a new Officer. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. VI. COMMENTS (7:05 p.m.) A. Comments from Citizens on Items not on the Agenda There were none. B. Park Commission Scherer reported that the Park Commission will meet the following night and will reappoint members as well as review the CIP to determine how that compares to the current goals. He stated that the Commission will also review fund balances and the park and trails inventory. He reported that they now have ice and snow in the parks and believed rinks will be skateable in the coming days. C. Planning Commission Finke reported that the Planning Commission did not hold a January meeting but has received a few small applications to be considered at the February meeting. Medina City Council Meeting Minutes January 16, 2024 3 VIII. NEW BUSINESS A. Stormwater Pollution Prevention Plan – Public Hearing (7:08 p.m.) Johnson commented that the City annually holds a public hearing as part of the SWPPP requirements. Scherer reviewed some of the projects that were completed this past year. He then reviewed the six minimum control measures. Rebecca Haug, WSB Project Manager, commented that each MS4 permit cycle brings new requirements. She highlighted some of the new requirements for this cycle that have larger implications on communities. She reviewed the duties that would fall to the City, including building a comprehensive inventory of both public and private infrastructure of stormwater BMPs and implementing a maintenance schedule. She also reviewed the duties that would fall to private property owners related to stormwater facilities and infrastructure. DesLauriers asked if this would impact future design standards for stormwater. Haug commented that most cities have an easement to ensure that equipment can get in to complete maintenance needs. She stated that private stormwater infrastructure and BMPs would be required to have ongoing operation and maintenance plans. Finke stated that it is anticipated that in the next permit cycle there will be more obligation for inspections of private facilities and the City has begun to discuss whether it would be most effective to coordinate the private HOAs to ensure they are following the O&M agreements or for the City to complete those inspections to ensure efficiency and consistency. Haug reviewed the levels of maintenance that are expected for different stormwater infrastructure along with costs for certain maintenance activities. She also provided examples of how a city can plan to manage and spread some of those costs over the permit cycle. Finke noted that even if a pond is well maintained, you would anticipate one dredging at least once during a 50-year period. Martin asked for clarification on whether this cost would be for all ponds, on private and public property. Haug clarified that the numbers that were shown were for public stormwater ponds. She estimated about 120 public and private ponds, filtration basins, underground systems, and other BMPs in Medina. Martin commented that it would be assumed that an HOA would have the maintenance responsibility for the stormwater ponds within that development. She asked for more details on the actual cost to the public. Haug commented that staff is working to clarify discrepancies between public and private stormwater ponds and therefore does not have that exact number tonight. Finke estimated that one quarter or one third would be City stormwater ponds. Medina City Council Meeting Minutes January 16, 2024 4 Scherer commented that most of the ponds established after a certain date would have stormwater district taxing authority set up so that if the City did need to complete the maintenance, it could assess the cost back. DesLauriers stressed the importance of education to HOAs in planning to have reserves to address this needed maintenance. Reid asked if the DNR would have authority over the ponds as they are bodies of water. Haug explained that the MPCA handles the permitting and management of stormwater. Cavanaugh commented that it would seem safe to say that this will be an enormous cost to the City. Scherer commented that is why staff wanted to bring this to the attention of the Council now to receive direction. Haug noted that many of these details will be added to the City’s Stormwater Management Plan. She noted that this baseline information will help for future planning. She noted that there will be opportunities to partner with other entities such as watershed entities and other funding opportunities. Martin used the example of a development that has five stormwater ponds and asked if the City is ultimately responsible to ensure the ponds are maintained, or whether that would fall to the HOA/development. Haug commented that currently the permit is written that the private facilities must be mapped with an O&M agreement along with language in an ordinance on how enforcement can be implemented. Martin commented that it would be helpful for the City Attorney to identify the legal obligation of the City. Johnson confirmed that staff will be working with the City Attorney to ensure the City is legally complying. Haug stressed the importance of ensuring the O&M plan is being followed for underground treatment, as the cost is much higher if those should fail. Albers opened the public hearing. No comment. Albers closed the public hearing. B. Granicus Website and Meeting Management Proposal (7:54 p.m.) Johnson stated that the City is looking to improve the resident experience when using the website, as well as make it more efficient for staff when updating the website information. Medina City Council Meeting Minutes January 16, 2024 5 Walker recognized the 2023 goal the City has had to make it easier for residents to find information digitally and for staff to be able to update information more efficiently on the website. She stated that staff researched and received product demonstrations from several providers and noted that a cost benefit analysis was provided in the Council packet. She stated that staff recommends selecting Granicus as the provider for the new website design and host and for meeting management software. She noted that the provider also offers additional services in the future, should the City desire those. She noted that the website is outdated and not very easy to navigate or user friendly. Therefore, residents are not easily able to find the information they are looking for which results in calls to staff. She stated that the website is also difficult for staff to maintain and is also not ADA compliant. She stated that although this is the most expensive proposal, it addresses all the current needs and provides options for the future as well. She also highlighted the benefits of the meeting management software that would be provided to improve staff efficiency. She noted that the Granicus proposal for meeting management software is the least expensive and most robust. Albers noted that the forms and requests on the website will benefit the City and assist with automation. Johnson agreed that this would open more opportunities for staff. DesLauriers asked why Laserfiche would continue to be used for document storage. Walker stated that is a document storage that is used to keep documents in perpetuity. She noted that packet retention is just a small fraction of what Laserfiche is used for with city records. Moved by DesLauriers, seconded by Reid, to approve the Granicus proposal. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. IX. CITY ADMINISTRATOR REPORT (8:13 p.m.) Johnson stated that a notice was sent to the renter on the southern portion of the Cates property giving them until the end of February to vacate the property. He stated that after that date, then public works will board up buildings to ensure safety and then in the spring, they could look at demolition of outbuildings and cleaning up the site. DesLauriers suggested that staff take pictures now to document what it looks like now and as they clean up the site. Martin asked if security cameras could be installed onsite. Johnson stated that he could speak with legal counsel on that ability. Medina City Council Meeting Minutes January 16, 2024 6 Albers asked if it would make sense to look into the option for fencing. Johnson stated staff would investigate fencing options. X. MAYOR & CITY COUNCIL REPORTS (8:17 p.m.) No comments. XI. APPROVAL TO PAY THE BILLS (8:17 p.m.) Moved by Cavanaugh, seconded by Reid, to approve the bills, order check numbers 055211-055273 for $426,310.88, EFT 007130E-007151E for $2,833,590.79, and payroll EFT 0513257-0513292 for $67,834.49. A roll call vote was performed: Cavanaugh aye Reid aye DesLauriers aye Martin aye Albers aye Motion passed unanimously. XII. ADJOURN Moved by Cavanaugh, seconded by DesLauriers, to adjourn the meeting at 8:18 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