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HomeMy Public PortalAbout01.05.2021 City Council Meeting PacketMEDINA AGENDA FOR THE REGULAR MEETING OF THE MEDINA CITY COUNCIL Tuesday, January 5, 2021 7:00 P.M. Meeting to be held telephonically/virtually pursuant Minn. Stat. Sec. 13D.021 CALL TO ORDER PLEDGE OF ALLEGIANCE & CEREMONIAL MATTERS A. Oath of Office for Mayor Kathleen Martin B. Oath of Office for Councilmember Joseph Cavanaugh C. Oath of Office for Councilmember Robin Reid Telephonic/Virtual Meeting Call -in Instructions Join via Microsoft Teams to view presentations at this link: httpsJ/medinamn.us/councW For audio only: Dial 1-612-517-3122 Enter Conference ID: 925 355 450# III. ADDITIONS TO THE AGENDA IV. APPROVAL OF MINUTES A. Minutes of the December 15, 2020 Regular Council Meeting V. CONSENT AGENDA A. Adopt 2021 Meeting Calendar B. Approve 2021 Pay Equity Implementation Report C. Approve Amended Job Description and Appoint Nicole Jacobson to the Position of Part-time Administrative Assistant in the Police Department D. Approve Amended Job Description and Appoint Nichole Vogel to the Position of Part-time Administrative Assistant in the Administration/Finance Department E. Amend 94.00 Investment Policy F. Resolution Accepting Donation from Doboszenski & Sons, Inc. VI. COMMENTS A. From Citizens on Items Not on the Agenda B. Park Commission C. Planning Commission VII. OLD BUSINESS A. Mark Smith (Mark of Excellence Homes) — Weston Woods — Preliminary Plat and PUD General Plan of Development — E. of Mohawk Dr., N. of Hwy 55 and 1952 Chippewa Road 1. Ordinance Establishing a Planned Unit Development District for "Weston Woods of Medina" and Amending the Official Zoning Map 2. Resolution Authorizing Publication of Ordinance by Title and Summary 3. Resolution Granting Preliminary Plat and PUD General Plan Approval for Weston Woods of Medina VIII. NEW BUSINESS A. Resolution Establishing 2021 Appointments and Designations to Various City Services, Authorities, Commissions and Agencies B. Arrowhead Drive (north of Highway 55) Improvement Project IX. CITY ADMINISTRATOR REPORT X. MAYOR & CITY COUNCIL REPORTS XI. APPROVAL TO PAY BILLS XII. ADJOURN MEMORANDUM TO: Medina Mayor and City Council FROM: Scott Johnson, City Administrator DATE OF REPORT: December 31, 2020 DATE OF MEETING: January 5, 2021 SUBJECT: City Council Meeting Report Telephonic/Virtual Meeting Call -in Instructions Join via Microsoft Teams to view presentations at this link: https://medinamn.us/council/ For audio only: Dial 1-612-517-3122; Enter Conference ID: 925 355 450# II. CEREMONIAL MATTERS Oath of Office for Mayor Kathleen Martin Oath of Office for Councilmember Joseph Cavanaugh Oath of Office for Councilmember Robin Reid V. CONSENT AGENDA A. Adopt 2021 Meeting Calendar — Staff recommends adopting the meeting calendar for 2021. See attached calendar. B. Approve 2021 Pay Equity Implementation Report — According to Minnesota State Statute 471.992, every political subdivision of this state shall establish equitable compensation relationships between female -dominated, male -dominated, and balanced classes of employees in order to eliminate sex -based wage disparities in public employment in this state. A primary consideration in negotiating, establishing, recommending, and approving compensation is comparable work value in relationship to other employee positions within the political subdivision. The information in the pay equity report demonstrates that the city is in compliance with the pay equity laws. Staff recommends approval. See attacked memo. C. Approve Amended Job Description and Appoint Nicole Jacobson to the Position of Part- time Administrative Assistant in the Police Department — Staff recommends moving forward with the hiring of the budgeted part-time Police position by appointing current administration/finance employee Nicole Jacobson to the position. See attacked memo and job description. D. Approve Amended Job Description and Appoint Nichole Vogel to the Position of Part-time Administrative Assistant in the Administration/Finance Department — Staff recommends approval of the hiring of election assistant Nichole Vogel to fill Nicole Jacobson's vacant position in the administration/finance department. See attached memo and job description. E. Amend 94.00 Investment Policy — The updated policy language is now consistent with Minnesota Statutes Chapter 118A. The updated policy defines what state and local securities will be permitted for investments. Staff recommends approval. See attached policy. F. Resolution Accepting Donation from Doboszenski & Sons. Inc. — Staff recommends approval of the resolution accepting a donation from Doboszenski & Sons, Inc. See attached memo and resolution. VII. OLD BUSINESS A. Mark Smith (Mark of Excellence Homes — Weston Woods — Preliminary Plat and PUD General Plan of Development — E. of Mohawk Dr.. N. of Hwy 55 and 1952 Chippewa Road — Council reviewed this application at the December 15, 2020 meeting and directed staff to prepare the ordinance and resolutions for approval. This item is typically included on the Consent Agenda. Staff was directed by the City Council to bring this item back under the Old Business section of the agenda in case further discussion was needed. See attached report: Recommended Motion # l: Adopt ordinance establishing a planned unit development district for "Weston Woods of Medina" and amending the official zoning map Recommended Motion # 2: Adopt resolution authorizing publication of ordinance by title and summary. Recommended Motion # 3: Adopt resolution granting preliminary plat and PUD general plan approval for Weston Woods of Medina VIII. NEW BUSINESS A. Resolution Establishing 2021 Appointments and Designations to Various City Services., Authorities, Commissions and Agencies — Mayor Martin has reviewed this document and made the City Council liaison recommendations. The Park Commission and Planning Commission liaisons, along with the commission chairs and staff members conducted interviews for the open Park and Planning Commission positions and have included their recommended appointments in the attached resolution. See attached resolution. Recommended Motion: Adopt resolution establishing 2021 appointments and designations to various city services, authorities, commissions and agencies 2 B. Arrowhead Drive (north of Highway 55) Improvement Project — Improvements were identified within the Arrowhead Drive/Chippewa Road study in 2019 to support projected traffic volumes on Arrowhead Drive. The study analyzed the intersection of Arrowhead Drive and Highway 55 in anticipation of the construction of Chippewa Road and development including the expansion of OSI, Weston Woods, and others. The proposed project will involve adding a second southbound left-hand turn -lane on Arrowhead Drive (onto eastbound Hwy 55), turn lanes into OSI's relocated driveway, a trail along the east side of Arrowhead Drive, and stormwater improvements. The project is included with the 2021 Capital Improvement Plan (CIP) for Medina. Staff is requesting Council review and discussion of the WSB scope of services to commence design of the Arrowhead Drive improvement project. See attached memo and proposal Potential Motion: Motion to authorize staff to commence design of the Arrowhead Drive improvement project based upon the attached scope of services and not -to -exceed cost estimate. XL APPROVAL TO PAY BILLS Recommended Motion: Motion to approve the bills, EFT 005757E -005781E for $1,201,750.57 and order check numbers 051074-051150 for $301,399.32, and payroll EFT 0510712-0510738 for $55, 632.18. INFORMATION PACKET: • Planning Department Update • Police Department Update • Public Works Department Update • Claims List 3 Agenda Item # 2A Oath of Office of City Officer State of Minnesota County of Hennepin City of Medina I, Kathleen Martin, do solemnly swear that I will support the Constitution of the United States and of the State of Minnesota, and discharge faithfully the duties of the office of Mayor of the City of Medina in the County of Hennepin and State of Minnesota, to the best of my judgment and ability. So help me God. Kathleen Martin, Mayor Subscribed and sworn to before me this day of January 2021. Jodi M Gallup, City Clerk Agenda Item # 2B Oath of Office of City Officer State of Minnesota, ) County of Hennepin ) ss. City of Medina I, Joseph Cavanaugh, do solemnly swear that I will support the Constitution of the United States and of the State of Minnesota, and discharge faithfully the duties of the office of City Council of the City of Medina in the County of Hennepin and State of Minnesota, to the best of my judgment and ability. So help me God. Joseph Cavanaugh, City Council Member Subscribed and sworn to before me this day of January 2021. Jodi M Gallup, City Clerk Agenda Item # 2C Oath of Office of City Officer State of Minnesota, ) County of Hennepin ) ss. City of Medina ..) I, Robin Reid, do solemnly swear that I will support the Constitution of the United States and of the State of Minnesota, and discharge faithfully the duties of the office of City Council of the City of Medina in the County of Hennepin and State of Minnesota, to the best of my judgment and ability. So help me God. Robin Reid City Council Member Subscribed and sworn to before me this day of January 2021. Jodi M. Gallup, City Clerk 1 DRAFT 2 3 MEDINA CITY COUNCIL MEETING MINUTES OF DECEMBER 15.2020 4 5 The City Council of Medina, Minnesota met in regular session on December 15, 2020 at 6 7:00 p.m. in the City Hall Chambers. Mayor Martin presided. 7 8 Martin read aloud a statement stating that Council and Commission meetings will 9 continue to be held in a virtual environment because of the ongoing pandemic. She 10 reviewed instructions on how members of the public can participate in the meeting. 11 12 I. ROLL CALL 13 14 Members present: Albers, Anderson, DesLauriers, Martin, and Pederson. 15 16 Members absent: None. 17 18 Also present: City Administrator Scott Johnson, Assistant City Administrator Jodi 19 Gallup, City Attorney Ron Batty, City Engineer Jim Stremel, City Planning Director Dusty 20 Finke, Public Works Director Steve Scherer, and Chief of Police Jason Nelson. 21 22 II. PLEDGE OF ALLEGIANCE (7:06 p.m.) 23 24 III. ADDITIONS TO THE AGENDA (7:07 p.m.) 25 The agenda was approved as presented. 26 27 IV. APPROVAL OF MINUTES (7:07 p.m.) 28 29 A. Approval of the December 1.2020 Regular Citv Council Meeting Minutes 30 Martin commented that prior to the meeting Johnson distributed proposed corrections 31 from herself for incorporation into the minutes. 32 33 Johnson noted that corrections were also suggested from Park Chair Thies to be 34 incorporated. 35 36 Moved by Martin, seconded by DesLauriers, to approve the December 1, 2020 regular 37 City Council meeting minutes as amended. 38 39 A roll call vote was performed: 40 41 Pederson aye 42 Anderson aye 43 DesLauriers aye 44 Albers aye 45 Martin aye 46 47 Motion passed unanimously. 48 49 V. CONSENT AGENDA (7:09 p.m.) 50 51 A. Approve 2021 Tobacco License Renewals Medina City Council Meeting Minutes 1 December 15, 2020 1 B. Approve Homestead Application User Agreement with Hennepin County 2 C. Approve Final Pay Request for Arrowhead Drive Railroad Crossing 3 Improvement Protect 4 D. Resolution No. 2020-98 Establishing Polling Places for 2021 5 E. Resolution No. 2020-99 Granting an Amended Conditional Use Permit to 6 Three Rivers Park District for the Outdoor Learning Center Located at 4001 7 County Road 24 8 DesLauriers referenced the two businesses that have not renewed their paperwork but 9 are proposed to be included in the list. He asked what would happen if that paperwork is 10 not received prior to the end of the year. 11 12 Johnson stated that staff will follow up with those businesses and if need be, the item 13 could be brought back to the Council on January 5th. 14 15 Gallup commented that paperwork was received from one of the two businesses. She 16 stated that the other business is currently closed due to restrictions and hoped that 17 paperwork would be received before the end of the year. 18 19 Moved by Pederson, seconded by DesLauriers, to approve the consent agenda. 20 21 A roll call vote was performed: 22 23 Pederson aye 24 Anderson aye 25 DesLauriers aye 26 Albers aye 27 Martin aye 28 29 Motion passed unanimously. 30 31 VI. COMMENTS (7:11 p.m.) 32 33 A. Comments from Citizens on Items not on the Agenda 34 There were none. 35 36 B. Park Commission 37 Scherer reported that the Park Commission meeting for the following night has been 38 cancelled. He stated that the snowmaker is making snow and hoped that kids could 39 begin sledding the following day. He advised of dead/diseased trees that are working to 40 be removed and noted that rinks have been flooded now that there has been colder 41 weather. 42 43 C. Planning Commission 44 Finke reported that the Planning Commission met the previous week to consider the 45 ordinance related to density in multi -family districts that is on the agenda tonight. He 46 stated that the Commission recommended adoption of the ordinance. 47 48 VII. PRESENTATIONS 49 Medina City Council Meeting Minutes 2 December 15, 2020 1 A. Resolution No. 2020-100 Recognizing Jeff Pederson for Years of Dedicated 2 Service to the Citv of Medina as a Citv Council Member and Planning 3 Commissioner (7:14 p.m.) 4 Martin commented on the years of service Pederson has provided to the City, noting his 5 voice in representing the business community and his contributions on public works 6 matters and projects. She commented that it is an honor to know and work with 7 Pederson. She read aloud the proposed resolution recognizing Pederson for his 8 dedicated service to Medina. 9 10 Moved by DesLauriers, seconded by Anderson, to adopt Resolution No. 2020-100 11 Recognizing Jeff Pederson for Years of Dedicated Service to the City of Medina as a 12 Council Member and Planning Commissioner. 13 14 Further discussion: Albers thanked Pederson noting that he has been able to leam a lot 15 from Pederson and appreciates that he took the time to help him. 16 17 Pederson stated that ft has been his honor to serve on the Council for the past ten years 18 and thanked the residents for his reelections. He commented that he has had the 19 opportunity to serve under four different Mayors and with many talented 20 Councilmembers. He commented that the City will continue to be well served by Reid 21 and Cavanaugh. He thanked City staff for the guidance they have provided over the 22 years, noting that the City is truly blessed to have such a knowledgeable and committed 23 staff. 24 25 Johnson thanked Pederson for his excellent work over the years, noting that it has been 26 an honor and privilege to work for him. 27 28 A roll call vote was performed: 29 30 DesLauriers aye 31 Albers aye 32 Pederson aye 33 Anderson aye 34 Martin aye 35 36 Motion passed unanimously. 37 38 Martin commented that the Council will miss Pederson and wished him best on his future 39 endeavors. 40 41 B. Resolution No. 2020-101 Recognizing John Anderson for Years of 42 Dedicated Service to the City of Medina as a Citv Council Member and 43 Planning Commissioner (7:22 p.m.) 44 Martin commented that she has appreciated the talent that Anderson brought to the 45 table over the years and it was a pleasure to work with him and staff on the development 46 of the 2040 Comprehensive Plan. She stated that Anderson has been a great liaison to 47 those groups he served and appreciated the input from Anderson received from the 48 residents. She thanked him for his years of service noting that she has enjoyed sitting 49 next to him, although they did not always see eye to eye. She read aloud the draft 50 resolution recognizing Anderson for dedicated service to Medina. 51 Medina City Council Meeting Minutes 3 December 15, 2020 1 Pederson thanked Anderson for his service. 2 3 Moved by Pederson, seconded by Albers, to adopt Resolution No. 2020-101 4 Recognizing John Anderson for Years of Dedicated Service to the City of Medina as a 5 Council Member and Planning Commissioner. 6 7 Further discussion: Albers thanked Anderson for his service to the City, noting that he 8 also teamed a lot from Anderson. He appreciated the insight and leadership of 9 Anderson in the Comprehensive Plan process and as a member of the Planning 10 Commission and Council. 11 12 DesLauriers echoed the comments noting that he also leamed a lot from Anderson from 13 his expertise in many areas. 14 15 Johnson thanked Anderson for his contributions and the knowledge that he brought. 16 17 A roll call vote was performed: 18 19 DesLauriers aye 20 Albers aye 21 Pederson aye 22 Anderson aye 23 Martin aye 24 25 Motion passed unanimously. 26 27 Martin thanked Anderson noting that the Council will miss him and wished him the best 28 in the future. 29 30 C. Sheriff Hutchinson Presentation (7:29 p.m.) 31 Hennepin County Sheriff Dave Hutchinson thanked Councilmembers Pederson and 32 Anderson for their service to the community, as well as the other members of the 33 Council, Nelson, and the public safety department. He stated that it has been a 34 challenging year with COVID and the activity that surrounded the death of George Floyd. 35 He stated that Medina participates in the West Metro Drug Task Force, which is a great 36 asset and provided an update on the activity of that task force. He provided an update 37 on the community outreach division, recognizing the importance of improving those 38 relationships. He stated that the Hennepin County jail is the largest in the state and 39 provided information related to controlling the spread of COVID within the facility. He 40 also provided updates on mental health services, the crime lab, and civil unrest. 41 42 Anderson commented that the Minneapolis City Council adopted a resolution related to 43 the budgeting for the Minneapolis Police Department which included funds for an 44 alternative form of policing. He asked if that is a trend that is starting to evolve within the 45 world of policing and whether Hennepin County also intends to implement similar efforts. 46 47 Sheriff Hutchinson confirmed that he does see that as a trend and sees it as a 48 modemization. He commented that you cannot cut policing in return. He stated that 49 mental health crisis continues to be a problem and there needs to be more mental health 50 care facilities in order to fully implement some of those things. He stated that funds are 51 tough to find in budgets and there would need to be more funds in order to incorporate Medina City Council Meeting Minutes 4 December 15, 2020 1 more of those efforts. He stated that there is a social worker imbedded in the dispatch 2 department. 3 4 Martin thanked Sheriff Hutchinson for his presentation and for the work his department 5 does. 6 7 Hutchinson commented that Nelson is a great guy and a great leader. 8 9 Nelson appreciated the kind words noting that the departments work well together and 10 there are good working relationships between the two. He stated that when Medina 11 needs assistance and calls for help, they know that they will get professionals providing 12 that assistance. He stated that Medina Police appreciate Hutchinson and his team. 13 14 VIII. NEW BUSINESS 15 16 A. Mark Smith (Mark of Excellence) — Weston Woods — Preliminary Plat and 17 PUD General Plan of Development — E. of Mohawk Dr.. N. of Hwy 55 and 18 1952 Chippewa Road (7:48 p.m.) 19 Finke stated in April the Council granted conditional approval of a Comprehensive Plan 20 amendment and completed the concept plan review. He stated that the Council also 21 reviewed the EAW and determined that an EIS was not necessary. He displayed that 22 subject property and reviewed the adjacent land uses. He stated that as proposed there 23 would be low density, medium density, and public land to be preserved. He stated that 24 the southern seven acres of the woods will be preserved and was prioritized early in the 25 process as the highest quality and easiest to sustain portion of the woodlands. He 26 stated that the applicant proposes a PUD and highlighted the various flexibility requested 27 within the development including internal setback reduction. He provided details on the 28 number of single-family homes, row homes, and twin homes. He stated that if the 29 Council agrees with the location of those housing products, the Comprehensive Plan 30 amendment would need to be resubmit, but staff did not anticipate any issues. 31 32 Martin stated that she agrees with the placement of the row homes next to Mohawk as 33 presented. 34 35 DesLauriers commented that he agrees that it is visually more pleasing to have the row 36 homes in this proposed location and that it would work better for the overall site layout. 37 38 The Council confirmed consensus. 39 40 Finke provided details on architectural design as proposed by the applicant. He noted 41 that the applicant would meet and exceed the standards for the R1, R2 ad R3 42 requirements. He stated that the applicant would propose to construct the twin homes 43 but would most likely use a different builder for the single-family and row homes, noting 44 that the minimum design standards proposed would still be met. 45 46 Martin commented that she finds the twin homes design boring, noting that it is lacking in 47 landscaping and there are no architectural details that jump out at her. She commented 48 that the backs of the units look good because there are interesting roof lines and arched 49 windows with walk outs, but the front seems lacking. 50 Medina City Council Meeting Minutes 5 December 15, 2020 1 Finke stated that there would be two trees for the twin home lots with the remainder of 2 the landscaping to be found in the common areas on the site. 3 4 Martin commented that her main concern is that it does not appear very "Medina like". 5 6 Anderson stated that he has a tendency to agree but it is so often the case that it takes a 7 few years for the landscaping to come into effect and make the development look better 8 than it does on paper. 9 10 Martin asked if the twin homes would have an association that controls the exterior of 11 the homes, streetscape, and landscaping. She stated that if the landscaping is not 12 installed initially it would need to be installed later by an association, therefore if there is 13 not landscaping around the exterior of the buildings, she would be unsure it would be 14 added later. 15 16 Albers referenced the lower left-hand picture with the blocks, or retaining wall, and 17 stated that perhaps rather than using manufactured blocks, natural stones could be used 18 to add appeal to the view. He commented that it would seem to fit better into the setting 19 with the woods. He confirmed that the retaining walls are on the rear side of the twin 20 homes. 21 22 DesLauriers commented that he tends to agree with Anderson as the photos show newly 23 constructed homes where trees have not been developed. He noted that they are 24 working to have these twin home and row home products at a more affordable rate to 25 buyers. He stated that there is only so much you can do with small lots and 26 homeowners could add some flowers, unless not allowed by the HOA. 27 28 Pederson stated that he is bothered by the utility and phone boxes that appear 29 throughout developments and asked if there could be landscaping near those. He 30 stated that the developer does have trees that will be removed and would think they 31 would like to plant additional trees to offset that rather than paying into the tree fund. He 32 stated that perhaps staff could identify the differences between what would be allowed 33 under typical zoning requirements rather than the PUD. 34 35 Finke stated that what is being proposed architecturally would exceed the minimum 36 requirements of the zoning districts. He stated that RI and R2 would only require two 37 trees per lot and some exterior landscaping for the site. He noted that the exterior of the 38 site is proposed to be replanted with trees to the extent sustainable. He noted that 39 perhaps additional shrubs could be planted to count towards the tree replanting 40 requirements. 41 42 DesLauriers agreed with Pederson about the green boxes that appear within 43 developments and asked if there is another option for those boxes. 44 45 Finke replied that those are private utility boxes for phone, cable, and power. He was 46 unsure exactly where that could be addressed. 47 48 Martin stated that perhaps there could be landscaping to mitigate the aesthetic of those 49 boxes. 50 Medina City Council Meeting Minutes 6 December 15.2020 i Pederson stated that he is not looking to add expense and commented that perhaps the 2 plastic rock covers could be put on those. 3 4 Scherer replied that those utilities often come in after the fact, therefore there could be 5 one provider now but then another provider comes in later and adds another box. He 6 stated that the utilities are buried and that is why the boxes appear. He did not believe 7 the box portion could be buried. 8 9 Martin asked the applicant if they would like to address any landscaping plans that may 10 not be included in the Council packet. 11 12 Mark Smith, applicant, provided additional details on the architectural design that may 13 not have come through in the photos including cedar shakes and stone. He noted that 14 the trees and shrubs in the photo are still in their infancy. He noted that the people that 15 live in those homes are actually complaining about the number of trees and shrubs as it 16 does not allow them to plant anything themselves. He stated that homebuyers typically 17 do not want more landscaping than is already provided as they would like to customize 18 some features themselves. He noted that people are typically downsizing from a single - 19 family home and therefore are used to adding their own features such as planter boxes. 20 He stated that in regard to the utility boxes, there is nothing he can do as he does not 21 have control over those. He stated that utility companies have to be able to see the 22 location, so they are easily accessible. He stated that the utility companies do not like 23 shrubs around them as it blocks their lines. He did not believe that the pictures do the 24 buildings justice. 25 26 Martin commented that does seem like an improvement and would be comfortable 27 including some of those expressed concepts into the development agreement. 28 29 Albers asked if the boulder retaining walls could be specified as well. 30 31 Smith commented that besides being more expensive, boulder walls would be difficult in 32 those locations and provided additional explanation. He stated that the retaining walls 33 would be facing areas that are not as visible. He stated that although they are pretty, 34 that would not be the best location choice for that feature. 35 36 Albers stated that he understands the expense position but does not exactly buy the 37 other points of the explanation but noted that he is fine not including that element. 38 39 Pederson asked how well screened the perimeter to the north would be. 40 41 Smith commented that there is a heavy screening in that location, estimating about 70 42 trees, shrubs, or plantings along the border between the subject property and Pederson 43 property. He commented that the elevation would be slightly higher than the neighboring 44 property but would be relatively flat and would not include a berm. He noted that the 45 screening would benefit both properties. 46 47 Martin stated that Smith has made commitments that she would like to memorialize in 48 the development agreement and confirmed that those additions would be agreeable to 49 the Council including an additional tree between driveways, landscaping around the 50 perimeter of the home, shrubbery around the utility boxes, and inclusion of cedar Medina City Council Meeting Minutes 7 December 15, 2020 1 shakes. She stated that she appreciates the comments of the applicant related to the 2 boulder retaining wall and therefore would be included not to include that requirement. 3 4 The Council confirmed consensus with no requiring boulder retaining walls and leaving 5 that material as proposed. 6 7 Finke stated that the conceptual photos were provided for the row homes noting that two 8 product types were included and reviewed those details. 9 10 Martin commented that she does not see any issues. 11 12 Anderson agreed. 13 14 Albers asked for clarification on where these units would face. 15 16 Finke provided additional clarification on the direction the row homes would face. 17 18 Martin commented that she would like to see more detail on the rear of the units that 19 face interior. She stated that she finds the upper right more preferable than the lower 20 right photo. The Council confirmed consensus with the upper right photo more 21 preferable than the lower right. 22 23 Pederson commented that the little strip of grass will become pretty beat up and perhaps 24 should be replaced with rock. 25 26 Martin stated that perhaps shrubbery could be used that would keep cars from driving in 27 that space and add division between the units. 28 29 DesLauriers stated that he does not disagree, but it would be challenging to have shrubs 30 for snow removal. 31 32 Anderson agreed that shrubs or large rocks would be a problem for snowplowing. 33 34 Martin stated that there is consensus with the upper right photo for the smaller Mohawk 35 facing units and then then provided additional suggestions to add to the preferred photo 36 on the left for the other units. 37 38 Albers asked if the front could almost be replicated on the back, specifically the 39 undulation of the walls as that would be more appealing. 40 41 Smith commented that he agrees with the comments of Albers that they could replicated 42 some of the details from the front onto the back in order to make it more appealing. He 43 stated that adding shutters and more white trim would make it more attractive. 44 45 Albers asked if there have been requests for screening between the patios for the row 46 homes, using the example of a half wall that would provide more privacy. 47 48 Smith commented that there would be a privacy wall that sticks out to provide privacy to 49 the deck. He stated that they could add a wall on the lower elevation as well. 50 51 Pederson agreed with Albers and Smith to add that wall for the lower patio. Medina City Council Meeting Minutes 8 December 15, 2020 1 2 Martin commented that it would seem to help if the development agreement included 3 examples of some of these things discussed, so that if this product were sold to another 4 developer to construct the units, that developer would have the appropriate guidance. 5 6 Finke stated that staff could craft documents related to the design guidelines that would 7 be subject to Council approval upon final review. 8 9 Martin moved to the single-family architectural design proposal, noting that she likes the 10 designs as proposed. The Council confirmed consensus that this appears to be a great 11 product and had no additional suggestions. 12 13 Finke reviewed details related to tree preservation and replacement, wetland impacts 14 and mitigation, public improvements, and Chippewa Road construction. He stated that 15 the developer would be responsible for the construction costs of Chippewa Road, but the 16 City would be responsible for wetland mitigation costs. He stated that the developer will 17 also be constructing the watermain loop and has suggested that they would contribute to 18 the wetland mitigation costs in exchange for credits for the watermain loop construction. 19 He noted that suggestion can be discussed at Final Plat and staff can review the 20 different financial impacts. He noted that there are trails proposed to be constructed 21 throughout the site. He stated that the applicant proposed to provide additional 22 stormwater capacity within the site in order to offset the Chippewa Road requirements 23 and cause less wetland impacts. 24 25 Martin commented that she is pleased to see the beautiful woodlands preserved. 26 27 Albers echoed the comments related to preservation of the most valuable parts of the 28 woods. 29 30 Anderson commented that the Planning Commission did an excellent job in reviewing 31 this matter and supports those recommendations. 32 33 DesLauriers echoed those comments and noted that Smith has done an excellent job 34 with this layout. 35 36 Pederson commented that he likes the idea of working together to balance the mitigation 37 costs. 38 39 Finke reviewed details related to parks, trails, and open space. He commented that the 40 Planning Commission reviewed this request and recommended approval. He stated that 41 two comments were received in favor of the proposal and were included in the Council 42 packet. He confirmed that staff would work to develop the language as discussed by the 43 Council that would come back before the Council for review and approval. 44 45 Anderson asked if there has been discussion related to affordable housing and whether 46 a modest percentage of the project could be eligible for affordable housing. 47 48 Finke replied that there had not been discussion or proposal for any of the units to be set 49 aside as affordable at this point. 50 Medina City Council Meeting Minutes 9 December 15, 2020 1 Anderson recognized the contributions proposed by the applicant, which are extensive, 2 but also thought in the interest of the good of the community there could be a discussion 3 related to affordable housing. 4 5 Smith stated that he did not plan to include affordable housing. He commented that this 6 variety of housing offers choices to buyers. He stated that while it may not capture the 7 lowest housing market, it would capture more than the other developments in Medina 8 and would add a variety that Medina currently does not have. 9 10 Anderson asked the price range for the housing products. 11 12 Smith commented that it would be hard to say because of the changing costs with labor 13 and materials. He stated that while the cost last year would have ranged in the mid - 14 $200,000's, it would now be somewhere in the $300,000's. 15 16 Albers asked how Anderson is defining affordable housing. 17 18 Anderson commented that he does not have particulars in mind but looks back on the 19 affordable housing that has been done (Dominium) and feels favorably about that 20 project. He stated that from a housing perspective this is a serious issue that impacts 21 the nation, and each city should do what it can do improve that issue. 22 23 Bill Griffins, representing the applicant, stated that he worked on the Dominium project 24 and if the City wants a truly affordable subsidized housing product it would need to be 25 designed differently from the start. He stated that this project was not designed in that 26 manner and was instead designed to provide lifecycle housing. He stated that truly 27 affordable housing requires subsidies from other entities. 28 29 Mr. Mackey, 4562 Bluebell Trail, thanked everyone noting what a different one year 30 makes. He stated that he is s Bridgewater resident and there was much opposition one 31 year ago but that has completely changed. He thanked everyone for their commitment 32 to quality and working to maintain the character of the community. He stated that this 33 looks like an amazing project and will be complimentary to Bridgewater. 34 35 Moved by Martin, seconded by DesLauriers, to direct staff to resubmit the 36 Comprehensive Plan Amendment with the updated land use configuration of the 37 southem property to the Metropolitan Council for review. 38 39 A mil call vote was performed: 40 41 DesLauriers aye 42 Albers aye 43 Pederson aye 44 Anderson aye 45 Martin aye 46 47 Motion passed unanimously. 48 49 Moved by Albers, seconded by DesLauriers, to direct staff to prepare a resolution 50 granting PUD General Plan and Preliminary Plat approval subject to the conditions noted 51 in the staff report and as augmented by the discussion tonight to include assurance that Medina City Council Meeting Minutes 10 December 15, 2020 1 the design elements are enhanced pursuant to the discussion to increase the quality of 2 appearance of the twin home and row house product, and to provide the City discretion 3 to provide water connection credits in retum for the applicant funding the watermain 4 construction. 5 6 A roll call vote was performed: 7 8 DesLauriers aye 9 Albers aye 10 Pederson aye 11 Anderson aye 12 Martin aye 13 14 Motion passed unanimously. 15 16 B. Ordinance No. 664 Amending Chapter 6 of the City Code of Ordinances 17 Reaardina Tobacco. Tobacco -Related Devices, and Electronic Delivery 18 Devices 19 (9:15 p.m.) 20 Johnson stated that Batty, Nelson and Gallup have been working to make the City's 21 regulations consistent with the updates by the State to change the sale of tobacco, 22 tobacco related products and electronic delivery device products to 21. He stated that 23 this would not change the possess, use, or procure (PUP) portion of the ordinance but 24 noted that the Council may wish to change that age from those under 18 to those under 25 21. 26 27 Batty stated that he was present to address any questions. 28 29 Martin asked for input on whether the regulations related to PUP should be amended. 30 She stated that the proposed ordinance would revise the age for sales from 18 to 21 but 31 would not address use of tobacco products for those 18 to 21. 32 33 Anderson stated that he would hate to encumber the police department with a task such 34 as this, and therefore asked for input from Nelson on this matter. 35 36 Batty commented that the statute focuses on sale and therefore many of the 37 amendments are related to the sales aspect. He stated that the PUP aspect was not 38 addressed by the statute change. He agreed that the input of Nelson would be helpful in 39 determining whether or not that amendment would be desired. 40 41 Nelson commented that this has been thoroughly discussed by staff and legal counsel. 42 He stated that his opinion on this is basic. He commented that those under the 18 of 43 age should not possess, use, or procure. He stated that in his opinion that should 44 remain as is and not change that from 18 to 21. He stated that he looks at the people 45 within that age frame of 18 to 21 that are able to make major decisions, like go to war, 46 and should be able to make that decision on their own without the government making 47 that decision. He recognized that it is not good for one's health, but the decision should 48 be left to an adult, which is someone age 18 and above. 49 50 Martin stated that she agrees and would follow the lead of Nelson and would not 51 recommend amendment PUP to change the age range from 18 to 21. Medina City Council Meeting Minutes 11 December 15, 2020 1 2 Anderson echoed that support. He stated that he would not want to burden the 3 department to check whether people between 18 and 21 are of age to use tobacco. 4 5 DesLauriers agreed. 6 7 Pederson stated that originally, he was in favor of changing the range for PUP but after 8 the comments from Nelson he agrees that should not be changed. 9 10 Martin confirmed the consensus of the Council not to amend the ordinance related to 11 PUP. She referenced the language related to tobacco related devices and asked if that 12 language was taken from the State legislature. 13 14 Batty confirmed that to be true. He stated that the changes in the ordinance are 15 proposed to meet State law and fall into the following categories: changing the age to 16 purchase from 18 to 21, added definitions, increasing the age of those employed in 17 compliance checks, and bringing the civil penalties into compliance with State law. 18 19 Moved by Anderson, seconded by Albers, to adopt Ordinance No. 664 Amending 20 Chapter 6 of the City Code of Ordinances Regarding Tobacco, Tobacco -Related 21 Devices, and Electronic Delivery Devices as presented. 22 23 A roll call vote was performed: 24 25 Albers aye 26 Martin aye 27 Anderson aye 28 Pederson aye 29 DesLauriers aye 30 31 Motion passed unanimously. 32 33 1. Resolution No. 2020-102 Authorizing Publication of Ordinance No. 34 664 by Title and Summary 35 Moved by DesLauriers, seconded by Anderson, to adopt Resolution No. 2020-102 36 Authorizing Publication of Ordinance No. 664 by Title and Summary. 37 38 A roll call vote was performed: 39 40 Pederson aye 41 Martin aye 42 Albers aye 43 DesLauriers aye 44 Anderson aye 45 46 Motion passed unanimously. 47 48 C. Ordinance No. 665 Amending Regulations Pertaining to Minimum Area Per 49 Dwelling Unit in the R3. R4. MU. and MXR Zoning Districts: Amending 50 Chapter 8 of the Citv Code (9:28 p.m.) Medina City Council Meeting Minutes 12 December 15, 2020 1 Johnson stated that last fall the City received a letter from the Minnesota Department of 2 Labor and Industry (MDLI); the agency believes the City ordinance providing additional 3 density for sound suppression is more restrictive than State building code. While 4 updating the ordinance, staff believed that it would be a good opportunity to discuss the 5 density more broadly. 6 7 Finke stated that the proposed amendments would remove the option of the incentive for 8 sound suppression and would add an option for an additional density in the R3 district 9 for additional architectural and landscaping above what is required and also makes 10 changes to the minimum size for townhome garages and apartment storage areas. He 11 stated that the staff report reviewed the issue more broadly. He stated that the current 12 regulation allows for the bottom portion of the density range within each district and 13 provided those examples as well as examples of the density bonuses that could be 14 reached. He asked if the Council feels that the density ranges would be appropriate in 15 return for the incentives that could be provided and if there are additional incentives that 16 should be considered. He also asked for input on smaller lots and whether bonuses 17 should be allowed. He stated that the Comprehensive Plan allows the density to go 18 beyond the density range identified by the land use, by up to 20 percent. He stated that 19 the R3 district would not allow that range of 20 percent to be reached, but that could be 20 the case for other zoning districts identified within this discussion such as R4. He stated 21 that the 20 percent would be achievable with the use of a PUD. He stated that the 22 Planning Commission held a public hearing the previous week and recommended 23 approval as presented and was comfortable leaving the 20 percent language in. 24 25 Martin commented that the Planning Commission had a thorough discussion and asked 26 the Council to focus on the recommendation from the Planning Commission. 27 28 Anderson commented that he cannot remember, in the last eight years, when the 29 developer has not requested 100 percent bonus for whatever it was they were planning 30 to do. He stated that the applicants always seem to ask for the maximum bonus 31 allowance and asked the Council to think about that when reviewing this summary. 32 33 Pederson stated that he did not have an issue with the recommendation from the 34 Commission as they worked hard, and this seems appropriate. He stated that perhaps 35 in the future things could incentivize things that would promote a reduced carbon 36 footprint, like providing charging for electric cars within garages or charging stations 37 within the development. He stated that he supports the recommendation of the Planning 38 Commission. 39 40 Albers stated that he would also support the recommendations of the Planning . 41 Commission. He stated that he is unsure that he would agree to provide bonus density 42 for charging stations or solar. He stated that he believes that the free market should 43 support those determinations. 44 45 DesLauriers stated that he also agrees with the Planning Commission. He stated that 46 he also struggles with some of the bonuses for amenities and the developers are 47 including those in order to attract buyers. He stated that he has a struggle between 48 actual bonuses and what things would be included by the developer in order to attract 49 buyers and react to the market. 50 Medina City Council Meeting Minutes 13 December 15.2020 1 Martin confirmed the consensus that the Council agrees with the recommendations of 2 the Planning Commission. 3 4 Moved by DesLauriers, seconded by Albers, to adopt Ordinance No. 665 Amending 5 Regulations Pertaining to Minimum Area per Dwelling Unit in the R3, R4, MU, and MXR 6 Zoning Districts, Amending Chapter 8 of the City Code. 7 8 A roll call vote was performed: 9 10 Albers aye 11 DesLauriers aye 12 Anderson aye 13 Pederson aye 14 Martin aye 15 16 Motion passed unanimously. 17 18 1. Resolution No. 2020-103 Authorizing Publication of Ordinance No. 665 19 by Title and Summary 20 Moved by DesLauriers, seconded by Anderson, to adopt Resolution No. 2020-103 21 Authorizing Publication of Ordinance No. 665 by Title and Summary. 22 23 A roll call vote was performed: 24 25 Pederson aye 26 Anderson aye 27 DesLauriers aye 28 Albers aye 29 Martin aye 30 31 Motion passed unanimously. 32 33 D. Ordinance No. 666 Establishing the Meadowview Commons Storm Sewer 34 Improvement Tax District — Public Hearing (9:48 p.m.) 35 Johnson stated that at the November 17th the Council granted Final Plat approval and 36 the City's practice is to require developments to maintain stormwater improvements 37 within the development which is formalized through the development agreement. He 38 stated that the City forms a storm sewer improvement tax district over the area as a 39 backup plan in the case the HOA does not maintain the stormwater improvements. 40 41 Finke stated that at this point the City has not had to levy any taxes against these 42 districts, but this method provides a backup plan. 43 44 Martin opened the public hearing. 45 46 No comments made. 47 48 Martin closed the public hearing. 49 50 Moved by DesLauriers, seconded by Pederson, to adopt Ordinance No. 666 51 Establishing the Meadowview Commons Storm Sewer Improvement Tax District. Medina City Council Meeting Minutes 14 December 15, 2020 1 2 A roll call vote was performed: 3 4 Albers aye 5 DesLauriers aye 6 Anderson aye 7 Pederson aye 8 Martin aye 9 10 Motion passed unanimously. 11 12 1. Resolution No. 2020-104 Authorizina Publication of Ordinance No. 13 666 by Title and Summary 14 Moved by DesLauriers, seconded by Pederson, to adopt Resolution No. 2020-104 15 Authorizing Publication of Ordinance No. 666 by Title and Summary. 16 17 A roll call vote was performed: 18 19 DesLauriers aye 20 Albers aye 21 Pederson aye 22 Anderson aye 23 Martin aye 24 25 Motion passed unanimously. 26 27 E. Discuss Trees for Clean -Up Day (9:51 p.m.) 28 Johnson stated that staff would want guidance from the Council as to whether to order 29 trees for clean-up day in April, as the event had to be canceled in 2020 because of 30 COVID. 31 32 Scherer stated that he typically would have ordered the trees at this time for the event 33 the following year. He stated if there are still restrictions in place, staff believes that it 34 can be done in a social distant and touch -free manner. 35 36 Albers confirmed support. He asked how many trees would be ordered. 37 38 Scherer stated that he typically orders about 150 for clean-up day and then will also 39 order trees for planting in parks. He estimated a total of about 200 trees to order this 40 year, noting that the funds would come from the tree fund. 41 42 Pederson stated that he believes this is a great idea. 43 44 Anderson commented that each year the trees are sold out within the first hour and is 45 one of the most popular elements of the event. 46 47 DesLauriers asked if there was a cancelation fee for the 2020 cancelation. 48 49 Scherer confirmed that there was not a cancelation fee. 50 Medina City Council Meeting Minutes 15 December 15, 2020 1 DesLauriers suggested that perhaps additional trees are purchased as there are 2 restoration projects. 3 4 Scherer stated that he will look into what can be ordered as he typically places the order 5 earlier than this time of year. 6 7 DesLauriers asked the approximate balance of the tree restoration fund. 8 9 Scherer estimated about $400,000 in the account. 10 11 Albers asked if staff would look into four species. 12 13 Scherer confirmed that he would order at least four species and stated that he would 14 meet with a forester to find the best match for the damper soils in one of the park 15 locations. He confirmed that he recommends planting different species in yards. 16 17 Martin commented that this is a great community builder and thanked Scherer for his 18 great work. 19 20 IX. CITY ADMINISTRATOR REPORT (9:56 p.m.) 21 Johnson had nothing further to report. 22 23 X. MAYOR & CITY COUNCIL REPORTS (9:56 p.m.) 24 DesLauriers stated that he is excited that the snow machine is operational, and the ice 25 rinks are being flooded. He stated that the little league fences were also able to be 26 installed with the warmer weather conditions. 27 28 Albers stated that he has received a number of inquiries as to whether there would be 29 ice rinks this year, so it was good to hear that activity will be available. 30 31 Martin stated that information was shared with the Council related to the call with Dean 32 Phillips. She noted that she will share the information from the West Metro Mayors 33 meeting as well related to housing that was presented at the last meeting. She noted 34 that the housing demand is outpacing the supply and therefore has become a sellers' 35 market. She noted that the views of other communities do not seem to align with the 36 position of Medina. She confirmed the trend that younger families continue to look for 37 walkable communities with larger homes on smaller lots. 38 39 A. Council Members Pederson and Anderson — General Insiahts and Liaison 40 Information 41 Martin stated that Pederson has served in a variety of capacities but has focused on 42 Uptown Hamel and the 1-94 Chamber of Commerce. 43 44 Pederson stated that the Highway 55 Corridor Coalition is a good group for the City to be 45 involved in and support. He hoped that Medina continues to be represented in that 46 group. He stated that the City is fortunate to have the staff and consultants that it has. 47 He stated that he also enjoyed participating with public safety, noting that he was able to 48 get to know the Fire Chiefs and members of those departments. He encouraged the 49 incoming Councilmembers to participate. He stated that his favorite project to be 50 involved with was the remodel of 600 Clydesdale which required weekly meetings. He 51 stated that it was a lot of work and fun to be involved and noted that the results are Medina City Council Meeting Minutes 16 December 15, 2020 1 something he is proud of. He stated that the Uptown Hamel group is often looking for 2 more and the City should consider if there is more that can be done to support that 3 group. He thanked the staff and the consultants for their knowledge and guidance. He 4 stated that the residents are in very good hands. 5 6 Martin expressed appreciation to Pederson for all he has done and encouraged the 7 other members of the Council and incoming members to advise her as to whether they 8 would like to serve in the liaison position for the Highway 55 Corridor and/or Uptown 9 Hamel Business Association. 10 11 Anderson commented that he served in a number of the same liaison positions and 12 echoed the comments from Pederson. He stated that it has been a privilege to serve the 13 residents of Medina. He stated that public service, at its core, is a privilege not to be 14 taken lightly. He stated that he has also been humbled by those he has come into 15 contact with as a member of the Planning Commission and Council including staff, 16 consultants and the residents that come forward to provide input and participate. He 17 commented that there was 90 percent participation from eligible voters in Medina this 18 past election, which is amazing. He commented that it could perhaps help for members 19 of the Council to occasionally reach out to the different school districts to gain input from 20 those entities. He stated that perhaps the same approach is provided for businesses, 21 with members reaching out to the different businesses to leam about their business and 22 goals. He commented that staff has done a great job with the business forum but 23 perhaps that could be further personalized by the Council. He thanked everyone he has 24 worked with and expressed his best wishes to all. 25 26 Martin stated that there are regularly communications from the Orono and Wayzata 27 school districts but agreed that it would make sense to reach out to the other two school 28 districts to determine if they could provide similar input. She stated that she also liked 29 the idea to reach out to businesses. She stated that if she were a business owner, she 30 would be touched to receive a call from a member of the Council to gain input and 31 further develop those relationships. 32 33 Martin thanked Anderson and Pederson for their insights and contributions. She stated 34 that they have been able to work together for several years, listening and respecting 35 differing views. She hoped that the Council could continue that relationship with the two 36 new members that will be joining in January. 37 38 Albers asked for an update related to the 2040 Comprehensive Plan related to the 39 development perspective and the goal towards the higher density requirement the City 40 was forced to meet. He referenced the comment that neighboring communities are 41 looking for more development and higher densities. 42 43 Martin stated that perhaps a biannual report could be provided from the planning 44 department in that regard. It was agreed that reports would be provided each year in 45 March and September. 46 47 Martin stated that Gallup is working to develop an Outlook invite, which would allow 48 Councilmembers to download the City calendar on their personal computers. 49 50 XI. APPROVAL TO PAY THE BILLS (10:18 p.m.) Medina City Council Meeting Minutes 17 December 15.2020 1 Moved by Anderson, seconded by Pederson, to approve the bills, EFT 005733E- 2 005756E for $94,970.86, order check numbers 051002-051073 for $201,930.84, and 3 payroll EFT 0510650-0510711 for $109,281.07. 4 5 A roll call vote was performed: 6 7 Pederson aye 8 Anderson aye 9 DesLauriers aye 10 Albers aye 11 Martin aye 12 13 Motion passed unanimously. 14 15 XII. ADJOURN 16 Moved by Pederson, seconded by Anderson, to adjoum the meeting at 10:21 p.m. 17 18 A roll call vote was performed: 19 20 DesLauriers aye 21 Albers aye 22 Pederson aye 23 Anderson aye 24 Martin aye 25 26 Motion passed unanimously. 27 28 29 30 31 Kathleen Martin, Mayor 32 Attest: 33 34 35 Jodi M. Gallup, City Clerk Medina City Council Meeting Minutes 18 December 15, 2020 Agenda Item # 5A JANUARY LJLJPJ '' &I1.1U 1 2 3J 5(j 7 8 9 10 11:17711] 14 15 16 17 18 19 LU 22E1 24 25 26 27 28 29 30 FEBRUARY t LIJ iI L 1u1 LA U 31 1 2 Rj 4 5 6 7 8 10 11 12Ej III 15 &U - 18 19 ] 21 22 23 24 25 26 28 MARCH : El 1 2 3 4W1ItJ 7 8 E{r: 10 11 12 13 14 15 16 18 19 20 21E1 23 LULU 26 27 ] 29 30 31 APRIL ULIlluilLiluILAU 1 2 3 4 5 6 7 8 9 10 11 12 -'!` 14 15 16 17 18 19 20 . 22 23 24 25 26 27 28 29 30 1 MAY UL:JIiiWriI U 2ffj 4 5 6 7 8 9La 0E10 15 16 17 18 20 Q 22 Ej 24 25 26 27E] 29 30 31 I. JUNE UlalulL11.11AU 1 2 3 4 5 6 7` 9 10Lj1® MITI TI 15 IL] Ifj] LU 20 21 22E] 24E j 26 27EJ 29 30��� JULY U ll lul L1111.J U 1 2 3 4 5 6f1 BLEU lekun 14 15 16 17 in1920, 22E124 25 26 27 28 29 30 31 AUGUST IJL]tiL LI IJU 1 2 3 4 5 6 7 8 9I IJj121314 iii LUIli 19E]Qi1 22 23 24 25 26 27 28 29 30 Ljj���� WW1 DlitoDi,,i,1N;mil kJLiJriWri1AIlJ 1 2 3 4 5 12 6 13K: 7 8 9 10 11 16 17 18 19 Lu 21 22 23 24 25 26 ® 28 29 30 OCTOBER U LiJ U W II1.0 IJ 1 2 3 4 5 6 7 8 9 1011u 13141516 17 18 19 - 21 22 23 L/1 25 26 27 28 29 30 NOVEMBER I JLJILIL I1 JLJ 31 1 2 3 4 5 6 7LI; 10110111 14 15 16 181W 20 21I 23 24 25 26 27 28 29 30���� DECEMBER ULJBILIMI UU �1•�i] 2©mil 5 6 7 8 9 10 11 12 13 V 0 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 MEDINA 2021 MEETING CALENDAR 0 0 • CITY COUNCIL - 7:00 pm 1st Tuesdays WORK SESSION - 6:00 pm CITY COUNCIL - 7:00 pm 3rd Tuesdays* PLANNING COMMISSION - 7:00 pm 2nd Tuesdays* PARK COMMISSION - 7:00 pm 3rd Wednesdays* 0 HOLIDAYS 0 ELECTION DAYS CITY EVENTS *unless otherwise noted January 19th: 5 PM City Council Goal Setting Session April 7th: 6:30 PM Board of Appeal and Equalization Meeting April 20th: 6 PM - Continuation of Board of Appeal Meeting April 24th: 8 AM to Noon Clean-up Day May 22nd: Annual Bicycle Safety Rodeo for Kids August 3rd: Night to Unite Neighborhood Celebrations August 4th: Coundl meeting moved to Wednesday (Night to Unite on Tuesday) September 7th: 6 PM Budget Open House September 18th: Medina Celebration Day November 2nd: General Election Day - School District Elections (Council moved to Wednesday) Agenda Item # 5B MEMORANDUM TO: City Council FROM: Erin Barnhart DATE: December 22, 2020 SUBJ: 2021 Pay Equity Implementation Report PURPOSE: Approval of the City's 2021 pay equity implementation report. BACKGROUND: According to Minnesota State Statute 471.992, every political subdivision of this state shall establish equitable compensation relationships between female - dominated, male- dominated, and balanced classes of employees in order to eliminate sex -based wage disparities in public employment in this state. A primary consideration in negotiating, establishing, recommending, and approving compensation is comparable work value in relationship to other employee positions within the political subdivision. The information in this report demonstrates that the city is in compliance with the pay equity laws. Since the previous report in 2018, the City has reduced the number of employees under predicted pay from ten to six and reduced the deficit of female predicted pay from ($335) to $13. There are no other significant differences in this report from the City's past reports. COUNCIL ACTION REQUESTED: Motion to approve the 2021 pay equity implementation report. Minnesota Pay Equity Management System - Medina(21-No Submission) Home Utilities Go To Log Out <--Jobs Page Reports--> Compliance Report Jurisdiction: Medina Report Year: 2021 Case:1- Private Our only) Contact: Name Title Phone Eaton Erin Barnhart Rance Otrector 763-473-8848 ertn.bamhart@medinamn.gov Scott Johnson City Administrator 763-473-4643 scatt ohnson@medlnamn.gov The statistical analysis, salary range and exceptional service pay test results are shown below. Part I is general information from your pay equity Report data. Parts II, III and IV give you the test results. For more detail on each test, refer to the guidebook. I. GENERAL 30B CLASS INFORMATION Male Classes Female Balanced All 3ob Gasses Classes Classes # Job Classes 12 6 0 18 # Employees 21 7 0 28 Avg.Max Monthly Pay Per Employee 6,798.19 6,420.43 6,703.75 II. STATISTICAL ANALYSIS TEST A. UNDERPAYMENT RATIO = mom * Male Classes Female Classes a. # at or above Predicted Pay s 4 b. # Below Predicted Pay 4 2 c. TOTAL 12 6 d. % Below Predicted Pay (b divided by c = d) 33.33 33.33 *(Result Is % of male classes below predicted pay divided by % of female classes below predicted pay.) B. T -test Results huisehnn CaaeMtn.aepx 112 Degrees of Freedom (DF) = 26 Value of T = -o.o9 a. Avg.diff.in pay from predicted pay for male jobs = ;s b. Avg.dtff.in pay from predicted pay for female jobs = $13 III. SALARY RANGE TEST = 92.22% (Result le A divided by 1) A. Avg.# of years to max salary for male jobs = 6.45 B. Avg.# of years to max salary for female jobs = 7.00 IV. EXCEPTIONAL SERVICE PAY TEST = 000% (Result Is B divided by A) A. % of male dasses receiving ESP 0.00 * B. % of female classes receiving ESP 0.00 *(If 20% or less, test result will be 0.00) Oa lb Implernentallon Form 1 View Another Caw We have worked to ensure this product is accessible and compliant with the standard WCAG 2.0 level AA. We have tested accessibility using the JAWS software from Freedom Scientific. We found it to work cozrectly for us. If you find errors in aceeastbility, please let us know at pay.equityOltate.mn.us so that we can follow up. Thank you. Mil MANAGEMENT AND BUDGET Pay Equity Implementation Report Part A: Jurisdiction Identification Jurisdiction: Medina 2052 County Road 24 Medina, MN 55340 Contact: Erin Barnhart Contact: Scott Johnson Phone: (763) 473-8848 Phone: (763)473-4643 Jurisdiction Type: City E -Mail: erin.bamhart@medina mn.gov E -Mail: scott.johnson@medina mn.gov Part B: offidal Verification 1. The job evaluation system used measured skill, effort responsibility and working conditions and the same system was used for all classes of employees. The system used was: Description: Modified Princeton System 2. Health Insurance benefits for male and female classes of comparable value have been evaluated and: There is no difference and female classes are not at a disadvantage. 3. An offidal notice has been posted at: City Hall Bulletin (prominent location) informing employees that the Pay Equity Implementation Report has been filed and is available to employees upon request. A copy of the notice has been sent to each exdusive representative, if any, and also to the public library. The report was approved by: City Council (governing body) Kathy Martin (chief elected official) Mayor (tide) Part C: Total Payroll S2296266.00 is the annual payroll for the calendar year just ended December 31. Da Checking this box indicates the following: - signature of chief elected offidal - approval by governing body - all information is complete and accurate, and - all employees over which the jurisdiction has final budgetary authority are included Date Submitted:12/22/2020 Page 1 of 1 12/22/202011.22:54 AM Agenda Item # 5C MEMORANDUM TO: FROM: DATE OF REPORT: DATE OF MEETING: SUBJECT: Medina City Council Jodi Gallup, Assistant City Administrator December 22, 2020 January 5, 2021 Police Part-time Administrative Assistant Appointment General Background At the August 21, 2018 regular meeting, the City Council appointed Anne Klaers to the Full-time Police Administrative Assistant position, which left her part-time position in the Police Department vacant. In 2020, it became evident that her previous part-time role needed to be filled for emergency management purposes to allow two office staff to have access to and knowledge of the required police department software, reports, and administrative processes to keep the department running if one person is absent (such as vacation, sick leave, emergencies, etc.). During the 2021 budget discussions with Council, the City Council authorized staff to budget for and fill the part-time vacant police department position for 2021. Public Safety Director Jason Nelson conducted an internal employee interview with Nicole Jacobson for the position on December 16, 2020. Appointee Background Nicole Jacobson has worked for the City of Medina since 2018 as a part-time administrative assistant in the administration and finance departments. She has an Associates Degree in Art and has experience working as a sole proprietor in graphic design, which has benefited all departments of the city over the last few years. Prior to working for the City of Medina she had eight years of administrative assistant experience working for Medica Corporate Headquarters and OptumHealth Behavioral Solutions. Nicole has considerable experience in customer service, office management, volunteer coordination, and fmancial record keeping in the private and nonprofit sectors. Nicole's current experience with the City of Medina's policies, practices, and software systems will make for a smooth transition to the Police Department. Recommendation We recommend City Council approve the hiring/lateral job transfer of Nicole Jacobson to the position of part-time Police Administrative Assistant, effective January 6, 2021. City of Medina Position Description Part-time Administrative Assistant Position Title: Administrative Assistant Department: Police Supervisor's Title: Police Chief Pay Grade: Step 1-2 FLSA Status: NON-EXEMPT Work Status: Part-time PRIMARY OBJECTIVE OF POSITION Performs non -supervisory transcription duties and clerical work to support and assist the administration of the police department. Processes a variety of reports and related documents for the police department. This position serves as a confidential employee. This position will back up the full-time administrative assistant. ESSENTIAL FUNCTIONS OF POSITION • Transcribes and prepares dictated police reports. • Transcribes and prepares victim, witness and suspect statements. • Submits reports to the concerned officers for their fmal review. • Submits to administrative staff to forward to appropriate prosecuting authority. ■ Code verbal and written warnings in RMS. • Receives telephone calls and either personally responds or refers to appropriate person. • Receives calls for service and notifies officer on duty by telephone or radio. • Receives visitors at front counter and either handles personally or refers to an officer for action. • Assists the public in completing forms, explains basic regulations and laws, and searches files for information. • Fills out, makes copies and submits a variety of required and other forms and reports. ■ Drafts routine correspondence, designs publications, and creates forms in word processing and spreadsheet software. • Maintains a filing system that is accessible and easy to use. • Photocopies and submits arrest information to appropriate attorney's offices, court administration and other county agencies, and other affected criminal justice agencies. ■ Operates state computer system. • Responds to requests from insurance companies for reports and photos; refers to county as necessary. • Assesses and collects fees for reports, duplicate records, impound release, and hunting and burn permits; maintains and balances petty cash fund. • Help coordinate Medina City Celebration Day and other police department events. OTHER DUTIES AND RESPONSIBILITIES • Performs other duties as delegated by supervisor or apparent. • Provides good working habits and a willingness to cooperate with others and contribute in a positive way to a pleasant working climate. • Commits to creating and maintaining a healthy workplace culture by following the City of Medina's core values, which include teamwork, trust, professionalism, and communication. • Cross training in other police functions. HIRING AND PERFORMANCE ASSESSMENTS WILL INCLUDE THE FOLLOWING KNOWLEDGE, SKILLS, AND ABILITIES • Ability to perform secretarial work such as typing, data entry, use of dictation equipment. • Transcribing skills, ability to keyboard with sufficient speed and accuracy. (65 words a minute) • Ability to maintain appropriate level of discretion with confidential information. ■ Ability to produce timely work products with 100% completeness and accuracy. • Ability to establish effective work relationships and communicate (verbally and in writing) with other employees, other law enforcement agencies, and the general public with courtesy and an City Council Approved: 02/15/2011 City of Medina Position Description ADMINISTRATIVE ASSISTANT appropriate degree of tact. • Ability to understand and follow verbal and written instructions. • Ability to organize assignments, prioritize tasks and independently complete work in a timely manner including during stressful situations and under deadlines. • Knowledge of the department's operations and structure. • Knowledge of the City's operations and structure. • Knowledge of office and secretarial standards and practices. • Knowledge of proper spelling, business English, grammar, and basic legal and medical terminology. • Knowledge of the state computer systems. • Ability to fill out necessary reports and forms. • Ability to deal with irate and difficult customers over the phone and in person. • Ability to review, classify, categorize, prioritize, and/or analyze data. • Ability to stand, walk, or sit for extended periods of time and perform physical movements such as twisting and turning at computer, files, and while answering the phone. • Ability to perform repetitive movements and use fine motor skills. • Ability to occasionally lift, move and/or carry files, deliveries, and storage boxes. • Ability to exercise judgment and decisiveness according to established procedures; and • Ability to refer unusual situations to supervisory employees. Machines, tools, and equipment used: Computer, transcriber, copier, fax, telephone, calculator, transcription equipment, and police radio system. MINIMUM REQUIREMENTS • High school diploma or equivalent. • Ability to type accurately at 65 wpm and have working knowledge of personal computers, word processing typewriters, and word processing software and transcription/dictation equipment. DESIRABLE QUALIFICATIONS • Two-year degree in administrative assistant, executive secretary, office management or related program. • Previous clerical or secretarial experience in a municipal police department or comparable public agency. WORKING CONDITIONS Most work is performed indoor at police department. The exception is trips to meetings and training. Generally, the position requires light lifting, usually less than 10 pounds, with up to 50 pounds on occasion. Aside from cleansers for cleaning office workspace, no hazardous materials or chemicals are used on this job. City Council Approved: 02/15/2011 Agenda Item # 5D MEMORANDUM TO: FROM: DATE OF REPORT: DATE OF MEETING: SUBJECT: Medina City Council Jodi Gallup, Assistant City Administrator December 22, 2020 January 5, 2021 Part-time Administrative Assistant Appointment General Background With the recommended appointment of current part-time administrative assistant Nicole Jacobson to the police administrative assistant position, staff would request filling her vacant position in the administration/finance department with another existing employee: Nichole Vogel. Nichole Vogel has worked for the City of Medina as a temporary election employee since 2018. She has an amazing work ethic, very organized, understands election laws and processes, knows the city's filing system and software programs, and is a quick learner. Nichole's customer service skills were outstanding helping early voters throughout each election season. Nichole worked for the City of Medina during the early voting periods during the 2018 Primary Election, 2018 General Election, 2020 Presidential Primary Election, 2020 State Primary Election, and 2020 General Election. When there was downtime between voters, Nichole helped scan files into our electronic management system, organize office and election supplies, and prepare documents and voting equipment for each upcoming election. Assistant City Administrator Jodi Gallup and Finance Director Erin Barnhart interviewed Nichole Vogel for the position on December 18, 2020, which she has accepted contingent on City Council approval. We believe she would be a great asset to our team. Appointee Background Nichole Vogel has been a civic minded resident of Medina helping the city with elections as an election judge, head election judge, and temporary employee since 2018. She has a master's degree in social work and has 10 years of previous experience working in the field of social work for Crossroads Adoption Services and Ridgeview Medical Center. Recommendation We recommend City Council approve the hiring of Nichole Vogel to the position of part- time Administrative Assistant, effective January 11, 2021, with a beginning hourly wage (non-exempt) of $23.75/hr, working 24-28 hours per week. City of Medina Position Description Part-time Administrative Assistant Position Title: Administrative Assistant Department: Administration/Finance Supervisor's Title: Assistant City Administrator/City Clerk Pay Grade: Step 1-2 FLSA Status: NON-EXEMPT Work Status: Part-time PRIMARY OBJECTIVE OF POSITION Position performs non -supervisory administrative, secretarial, and clerical work to assist the City Clerk and Finance Director with each department's daily administrative duties. Position has primary responsibility for providing customer service through answering and directing phone calls, as well as to the general public at the front counter. Position provides filing of documents and paperwork for the city. Position assists in the preparation of a variety of documents including meeting and information packets, reports, and memos. Position performs various phases of accounts payable and accounts receivable functions. ESSENTIAL FUNCTIONS OF POSITION Administrative Functions • Provides customer service including answering phones and in -person requests for information, greeting, processing over-the-counter paperwork, and referring citizens to proper source. • Performs clerical duties including: typing, word processing, mailing documents, copying, maintaining files, and preparing routine correspondence. • Assists with the preparation of agendas, packets and information for City Council and Park Commission meetings. • Maintains office supplies. • Coordinates interoffice functions and community events. • Assists with election preparations. voting equipment, and absentee voting Accounts Payable/Receivable Functions • Maintains and monitors electronic vendor transactions. • Resolves discrepancies concerning billing amounts with vendors. • Accurately enters invoice information to automated system and prepares disbursements. • Handles and processes cash for payments from checks or cash and refunds and performs cashier duties. • Receives payments for licenses, assessments, rents, tickets, fees, beverages, and invoices. • Assures accurate receipting and timely deposits. OTHER DUTIES AND RESPONSIBILITIES • Commits to creating and maintaining a healthy workplace culture by following the City of Medina's core values, which include teamwork, trust, professionalism, and communication. • Assists the Finance Department in support of daily finance activities including: audit preparation and coordinating, utilities, payroll and general office duties. • Enters journal entries. • Operates office equipment to perform copying, binding, mailing, =ailing and other office skills. • Ability to work under pressure and meet required deadlines and schedules. • Anticipates work needs and prepares in advance. • Maintains a pleasant, tactful and courteous manner in dealing with both the public and City staff. • Provides good working habits and a willingness to cooperate with others and contribute in a positive way to a pleasant working climate. • Performs other duties as delegated by supervisor or apparent. HIRING AND PERFORMANCE ASSESSMENTS WILL INCLUDE THE FOLLOWING KNOWLEDGE, SKILLS, AND ABILITIES: • Considerable knowledge of English, spelling, arithmetic and vocabulary. Approved: August 21, 2018 City of Medina Position Description Part-time Administrative Assistant • Considerable knowledge of City operation and organization, or the ability to acquire such knowledge in a relatively short period of time. • Ability to maintain and review records and to control their use and presentation. • Ability to maintain filing system. • Knowledge of guidelines and practices related to records retention. • Knowledge of state election laws. • Knowledge of general database programs and applications. • Knowledge of bookkeeping terminology, methods, procedures and equipment. • Ability to understand and follow oral and written directions. • Ability to perform mathematical computations with speed and accuracy. • Establish and maintain effective working relationships with associates and the general public. • Skill to communicate with a variety of individuals and handle a variety of customer service situations. • Ability to work independently and plan, organize and prioritize work tasks. • Ability to prepare work results with completeness and accuracy. • Ability to handle multiple ongoing tasks and complete work in a timely manner. • Ability to use judgment to recognize, trace and correct errors in accounting entries. • Ability to occasionally lift, move and/or carry files, deliveries, and storage boxes. MINIMUM QUALIFICATIONS • High school diploma or equivalent • Excellent 10 -key, experience with Excel, keyboard and computer skills. • Two years of administrative or clerical experience. An equivalent combination of education and experience may be considered. • Ability to successfully complete on-the-job training and be cross -trained in all office functions. DESIRABLE QUALIFICATIONS • Post -secondary training in administrative assistant, executive assistant, office management or related program. • Previous clerical or administrative experience in a municipality or comparable public agency. • Experience in working with municipal database programs, including Banyon Data Systems (BDS). WORKING CONDITIONS Most work is performed indoor at city hall. The exception is trips to training, local bank, and other City property. Generally, the position requires light lifting, usually less than 10 pounds, with up to 50 pounds on occasion. There is minimal exposure to hazardous materials in this position in relation to cleaning supplies and the handling of evidence. Exposure could happen when processing evidence. Approved: August 21, 2018 Agenda Item # 5E City of Medina Policy, Procedure and Pra____ 94.00 Investment Policy Purpose: The investment policy is a guide for the City Council and officials of the City in the conduct of the investment program so as to obtain a reasonable rate of return on the investments while minimizing risk and maintaining the public's trust. The Treasurer shall seek to act responsibly as a custodian of the public trust and shall avoid any transaction that might impair public confidence in the City, the City Council, or the Administration. I. GOVERNING AUTHOR-ry Legality The investment program shall be operated in conformance with federal, state, and other legal requirements, including Minnesota Statutes Chapter 118A. II. SCOPE This policy applies to the investment of all funds. 1. Pooling of Funds Except for cash in certain restricted and special funds, the City will consolidate cash and reserve balances from all funds to maximize investment earnings and to increase efficiencies with regard to investment pricing, safekeeping and administration. Investment income will be allocated to the various funds based on their respective participation and in accordance with generally accepted accounting principles. 2. Personnel The personnel authorized to conduct banking and investment transactions on behalf of the City shall be named in the Annual Resolution Appointing Official Newspaper, Acting Mayor, Official Depository, and Treasurer. Within this policy, use of the title Finance Director shall mean the person hired in that position by the City Council. The use of the title Treasurer shall mean any of the persons named in the Annual Resolution Appointing Official Newspaper, Acting Mayor, Official Depository, and Treasurer as being authorized to conduct banking and investment transactions on behalf of the City. Duties of the Treasurer will predominantly be carried out by the Finance Director, but may be carried out by any of the other named persons in the Finance Director's absence. Treasurer shall mean any person carrying out the duties of the Treasurer. 94.00 Investment Policy 1 Updated January 5, 2021 City of Medina Policy, Procedure and Program Manual III. GENERAL OBJECTIVES The primary objectives, in priority order, of investment activities shall be safety, liquidity, and yield: 1. Safety Safety of principal is the foremost objective of the investment program. Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. The objective will be to mitigate credit risk and interest rate risk. a) Credit Risk The City will minimize credit risk, which is the risk of loss due to the failure of the security issuer or backer, by: • Limiting investments to the types of securities listed in Section VII of this Investment Policy; • Pre -qualifying the fmancial institutions, broker/dealers, intermediaries, and advisers with which the City will do business in accordance with Section V; and • Diversifying the investment portfolio so that the impact of potential losses from any one type of security or from any one individual issuer will be minimized. b) Interest Rate Risk The City will minimize interest rate risk, which is the risk that the market value of securities in the portfolio will fall due to changes in market interest rates, by: • Structuring the investment portfolio so that securities mature to meet cash requirements for ongoing operations, thereby avoiding the need to sell securities on the open market prior to maturity; and • Investing operating funds primarily in shorter -term securities, money market mutual funds, or similar investment pools and limiting the average maturity of the portfolio in accordance with this policy (see Section VIII). 2. Liquidity The investment portfolio shall remain sufficiently liquid to meet all operating requirements that may be reasonably anticipated. This is accomplished by structuring the portfolio so that securities mature concurrent with cash needs to meet anticipated demands (static liquidity). Furthermore, since all possible cash demands cannot be anticipated, the portfolio should consist largely of securities with active secondary or resale markets (dynamic liquidity). Alternatively, a portion of the portfolio may be placed in money market mutual funds or local government investment pools (LGIPs), which offer same -day liquidity for short-term funds. 94.00 Investment Policy 2 Updated January 5. 2021 City of Medina Policy, Procedure and Program Manual 3. Yield The investment portfolio shall be designed with the objective of attaining a market rate of return throughout budgetary and economic cycles, taking into account the investment risk constraints and liquidity needs. Return on investment is of secondary importance compared to the safety and liquidity objectives described above. The core of investments are limited to relatively low risk securities in anticipation of earning a fair return relative to the risk being assumed. Securities shall generally be held until maturity with the following exceptions: • A security with declining credit may be sold early to minimize loss of principal; • A security swap would improve the quality, yield, or target duration in the portfolio; or • Liquidity needs of the portfolio require that the security be sold. IV. STANDARDS OF CARE 1. Prudence The standard of prudence to be used by the Treasurer shall be the "prudent person" standard and shall be applied in the context of managing an overall portfolio. The Treasurer acting in accordance with written procedures and this investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security's credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and the liquidity and the sale of securities are carried out in accordance with the terms of this policy. The "prudent person" standard states that, "Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived." 2. Ethics and Conflicts of Interest The Treasurer shall refrain from personal business activity that could conflict with the proper execution and management of the investment program, or that could impair their ability to make impartial decisions. The Treasurer shall disclose any material interests in financial institutions with which they conduct business. They shall further disclose any personal financial/investment positions that could be related to the performance of the investment portfolio. The Treasurer shall refrain from undertaking personal investment transactions with the same individual with whom business is conducted on behalf of the City. 3. Delegation of Authority Authority to manage the investment program is granted to the Treasurer and derived from the following: Annual Resolution Appointing Official Newspaper, Acting Mayor, Official Depository, and Treasurer. Responsibility for the operation of the investment program is hereby delegated to the Treasurer, who shall act in accordance with established written 94.00 Investment Policy 3 Updated January 5, 2021 City of Medina Policy, Procedure and Program Manual procedures and internal controls for the operation of the investment program consistent with this investment policy. Procedures should include references to: safekeeping, delivery vs. payment, investment accounting, repurchase agreements, wire transfer agreements, and collateral/depository agreements, including but not limited to reference of GFOA's Investment Procedures Manual, 2003. No person may engage in an investment transaction except as provided under the terms of this policy and the procedures established by the Treasurer. The Treasurer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate officials. V. AUTHORIZED FINANCIAL INSTITUTIONS, DEPOSITORIES, AND BROKER/DEALERS 1. Authorized Financial Institutions, Depositories, and Broker/Dealers A list will be maintained of financial institutions and depositories authorized to provide investment services. In addition, a list will be maintained of approved security broker/dealers selected by creditworthiness (e.g., a minimum capital requirement of $10,000,000 and at least five years of operation). These may include "primary" dealers or regional dealers that qualify under Securities and Exchange Commission (SEC) Rule 15C3-1 (uniform net capital rule). All financial institutions and broker/dealers who desire to become qualified for investment transactions must supply the following as appropriate: • Audited financial statements demonstrating compliance with state and federal capital adequacy guidelines; • Proof of National Association of Securities Dealers (NASD) certification (not applicable to Certificate of Deposit counterparties); • Proof of state registration; • Completed broker/dealer questionnaire (not applicable to Certificate of Deposit counterparties); • Certification of having read and understood and agreeing to comply with the City of Medina's investment policy; and • Evidence of adequate insurance coverage. An annual review of the financial condition and registration of all qualified financial institutions and broker/dealers will be conducted by the Treasurer. VI. INTERNAL CONTROLS 1. Internal Controls The Finance Director is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City are protected from loss, theft or misuse. Details of the internal controls system shall be documented in an investment procedures manual and shall be reviewed and updated annually. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. 94.00 Investment Policy 4 Updated January 5, 2021 City of Medina Policy, Procedure and Program Manual The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the benefits likely to be derived, and (2) the valuation of costs and benefits requires estimates and judgments by management. The internal controls structure shall address the following points: • Avoidance of physical delivery securities; • Written confirmation of transactions for investments and wire transfers; • Password protected or dual authorization for all wire transfers outside of our own entity; and • Development of a wire transfer agreement with the lead bank. Accordingly, the Finance Director shall establish a process for an annual independent review by an external auditor to assure compliance with policies and procedures or alternatively, compliance should be assured through the City's annual independent audit. VII. SUITABLE AND AUTHORIZED INVESTMENTS 1. Investment Types Consistent with Minnesota Statutes Chapter 118A, the following investments will be permitted by this policy: • U.S. Treasury obligations which carry the full faith and credit guarantee of the United States government and are considered to be the most secure instruments available; • U.S. government agency and instrumentality obligations that have a liquid market with a readily determinable market value; • State and local securities: • a) any security which is a general obligation of any state or local government with taxing powers which is rated "A" or better by a national bond rating service; • b) any security which is a revenue obligation of any state or local government which is rated "AA" or better by a national bond rating service; • c) a general obligation of the Minnesota housing finance agency which is a moral obligation of the state of Minnesota and is rated "A" or better by a national bond rating agency; and • d) any security which is an obligation of a school district with an original maturity not exceeding 13 months and (1) rated in the highest category by a national bond rating service or (11) enrolled in the credit enhancement program pursuant to section 126C.55. • Certificates of deposit and other evidences of deposit at financial institutions; • Bankers' acceptances; • Commercial paper, rated in the highest tier (e.g., A-1, P-1, F-1, or D-1 or higher) 94.00 Investment Policy 5 Updated January 5, 2021 City of Medina Policy, Procedure and Program Manual by a nationally recognized rating agency; • Money market mutual funds regulated by the Securities and Exchange Commission and whose portfolios consist only of dollar -denominated securities; and • LGIPs either state -administered or developed through joint powers statutes and other intergovernmental agreement legislation. Investment in derivatives of the above instruments shall not be allowed. 2. Collateralization Where allowed by state law and in accordance with the GFOA Recommended Practices on the Collateralization of Public Deposits, full collateralization will be required on all demand deposit accounts, including checking accounts and non-negotiable certificates of deposit. VIII. INVESTMENT PARAMETERS 1. Diversification The investments shall be diversified by: • Limiting investments to avoid over concentration in securities from a specific issuer or business sector (excluding U.S. Treasury securities); • Limiting investment in securities that have higher credit risks; • Investing in securities with varying maturities; • Continuously investing at least 10 percent of the portfolio in readily available funds such as LGIPs, money market funds to ensure that appropriate liquidity is maintained in order to meet ongoing obligations; and • Never investing more than 20 percent of the portfolio in securities with final maturities greater than five years. 2. Maximum Maturities To the extent possible, the City shall attempt to match its investments with anticipated cash flow requirements. Unless matched to a specific cash flow, the City will not directly invest in securities maturing more than ten (10) years from the date of purchase or in accordance with state and local statutes and ordinances. The City shall adopt weighted average maturity limitations (which often range from 90 days to 3 years), consistent with the investment objectives. Because of inherent difficulties in accurately forecasting cash flow requirements, a portion of the portfolio should be continuously invested in readily available funds such as LGIPs or money market funds to ensure that appropriate liquidity is maintained to meet ongoing obligations. 3. Diversification of Institutions The Treasurer shall not hold investments with an exclusive broker or financial institution. The Treasurer shall diversify all available investments with at least two financial 94.00 Investment Policy 6 Updated January 5, 2021 City of Medina Policy, Procedure and Program Manual institutions. IX. REPORTING 1. Reporting The Finance Director shall submit annually an investment report that summarizes recent market conditions, economic developments and anticipated investment conditions. The report shall summarize the investment strategies employed in the most recent quarter, as well as the past year, and describe the portfolio in terms of investment securities, maturities, risk characteristics and other features. The report shall explain the quarter's total investment return and compare the retum with budgetary expectations. The report shall include an appendix that discloses all transactions during the past year. The report shall be in compliance with state law and shall be distributed to the City Council and others as required by law. Each report shall indicate any areas of policy concern and suggested or planned revision of investment strategies. 2. Performance Standards The City's cash management portfolio shall be designed with the objective of regularly meeting or exceeding a selected performance benchmark, which shall be the average return on three-month U.S. Treasury bills. 3. Marking to Market The market value of the portfolio shall be calculated at least quarterly and a statement of the market value of the portfolio shall be issued at least quarterly. This will ensure that review of the investment portfolio, in terms of value and price volatility, has been performed consistent with the GFOA Recommended Practice on "Mark -to -Market Practices for State and Local Government Investment Portfolios and Investment Pools." In defining market value, considerations should be given to the GASB Statement 31 pronouncement. X. POLICY CONSIDERATIONS 1. Exemption Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy. 2. Amendments This policy shall be reviewed on an annual basis. Any changes must be approved by the Treasurer and any other appropriate authority, as well as the individuals charged with maintaining internal controls. XI. APPROVAL OF INVESTMENT POLICY The investment policy shall be formally approved and adopted by the governing body of the City and reviewed annually. 94.00 Investment Policy 7 Updated January 5, 2021 City of Medina Policy, Procedure and Program Manual XII. LIST OF ATTACHMENTS The following documents, as applicable, are attached to this policy: • Listing of authorized personnel, see Annual Appointing Resolution; • Listing of authorized broker/dealers and financial institutions, see Annual Appointing Resolution; • Relevant investment statutes and ordinances, see MN Statutes, Chapter 118A; and • Internal Controls see Section VI of the draft investment policy. Policy Approval: City Council approved on 7/5/2006 City Council updated on 5/20/2008 94.00 Investment Policy 8 Updated January 5, 2021 MEDINA POLICE DEPA1 Agenda Item #5F 600 Iyaesaaie arau MEMORANDUM Medina, MN 553409790 p 763473.9209 f: 763473.8858 ma y* 763.5254210 EmeReocy 9.1-1 TO: City Administrator Scott Johnson and City Council FROM: Director Jason Nelson DATE: December 31, 2020 RE: Doboszenski & Sons, Inc. Donation On December 21, the police department received a check from Doboszenski & Sons, Inc. for $300.00 thanking us for our service. I would ask the Medina City Council to accept the donation for our crime prevention programs and direct staff to respond with a thank you letter to Doboszenski & Sons, Inc. Member introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2021 - RESOLUTION ACCEPTING DONATION FROM DOBOSZENSKI & SONS, INC. WHEREAS, Doboszenski & Sons, Inc. has generously offered to donate a check in the amount of $300 (the "Donation") to the city of Medina (the "City"); and WHEREAS, the Donation will be dedicated to the City's Crime Prevention Programs; and WHEREAS, the City wishes to accept the Donation and express its gratitude to Doboszenski & Sons, Inc. for their generosity. NOW, THEREFORE, BE IT RESOLVED by the city council of the city of Medina, Minnesota, that the City accepts the Donation and thanks Doboszenski & Sons, Inc. Dated: January 5, 2021. Kathleen Martin, Mayor ATTEST: Jodi M. Gallup, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member and upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. Resolution No. 2021 - January 5, 2021 Agenda Item # 7A MEMORANDUM TO: FROM: DATE: December 29, 2020 MEETING: January 5, 2021 City Council SUBJ: Mark Smith (Mark of Excellence Homes) — Weston Woods E. of Mohawk Dr., N. of Hwy 55 and 1952 Chippewa Road — Preliminary Plat and PUD General Plan of Development Mayor Martin and Members of the City Council Dusty Finke, Planning Director; through City Administrator Scott Johnson Review Deadline Application Received: September 30, 2020 Review Deadline: January 28, 2021 Background At the December 15, 2020 City Council meeting, the Council reviewed the PUD General Plan and Preliminary Plat for the Weston Woods development. The applicant proposes 150 homes and a public park/natural area as described to the right: • 76 twinhomes on the northern property • Combination of uses on the southern property: o 42 single-family lots o 32 townhomes o 5.1 acres park/open space. Following review, the Council directed staff to draft documents granting preliminary approval. The Council directed staff to add a condition requiring submission of architectural guidelines for approval by the Council. Condition #6 requires submission of the architectural guidelines at the time of fmal plat application and the guidelines would be subject to City Council review and approval at that time. Staff also recommends the addition of condition #25 related to construction of Chippewa Road. The City's stormwater design manual requires that the high-water level of Preserve wetlands do not "bounce" higher because of stormwater from developments. The proposed stormwater management within the Weston Woods development would meet this requirement. However, construction of Chippewa Road bisects the wetland and would cause the bounce of the southern portion of the wetland to increase. Construction of Chippewa Road would cause this same bounce even if there were no adjacent development. The only way to avoid the bounce would be to construct a very expensive bridge or series of very expensive box culverts. DNR regulations would allow a 0.5' increase in bounce. Staff believes the limitation in the City's stormwater manual was intended to apply within developments, not to situations such as construction of Chippewa Road. Staff, therefore, believes a waiver of the zero bounce increase would be appropriate. Staff recommends that the bounce be considered during permitting and final design to determine the appropriate balance between bounce and cost of installation of box culvert(s) Mark Smith — Weston Woods Page 1 of 2 January 5, 2021 Prelim Plat/PUD General Plan City Council Meeting Potential Actions The City's practice is for approval documents to be included in the consent agenda after the Council has discussed and directed staff to prepare. In this case, the Council requested that the documents be included on Old Business in case members wished to discuss. Following discussion, if any, the Council could consider the following actions: 1. Move to adopt the ordinance establishing a PUD district for Weston Woods of Medina. 2. Move to adopt the resolution authorizing publication of the ordinance by title and summary 3. Move to adopt the resolution granting Preliminary Plat and PUD General Plan approval. Attachments 1. Ordinance establishing PUD district for Weston Woods of Medina 2. Resolution authorizing publication by title and summary 3. Resolution granting preliminary plat and PUD general plan approval Mark Smith — Weston Woods Page 2 of 2 January 5, 2021 Prelim Plat/PUD General Plan City Council Meeting CITY OF MEDINA ORDINANCE NO. ### AN ORDINANCE ESTABLISHING A PLANNED UNIT DEVELOPMENT DISTRICT FOR "WESTON WOODS OF MEDINA" AND AMENDING THE OFFICIAL ZONING MAP THE CITY COUNCIL OF MEDINA, MINNESOTA ORDAINS AS FOLLOWS: Section 1. The City of Medina received a request to change the zoning classification of the property legally described in Exhibit A (the "Property") to Planned Unit Development. Based on the written and oral record before the Planning Commission and City Council during review of the request as well as all additional testimony submitted to the City, the City Council has found that the proposed rezoning of the Property to Planned Unit Development is consistent with the Comprehensive Plan and serves the purpose of the Planned Unit Development district. Section 2. The Property is hereby rezoned to PUD, Planned Unit Development. The location of the zoning amendment is depicted on the map in Exhibit B, attached hereto. Section 3. The Weston Woods of Medina Planned Unit Development General Plan is hereby approved. A. All entitlements, including but not limited to, allowed uses, density, dimensional standards, setbacks and development standards established within this PUD District are hereby set forth by the Weston Woods General Plan dated 12/4/2020, which are incorporated herein by reference, except as may be modified by this ordinance or Resolution 2020-##. B. Any standards not specifically addressed by this Ordinance shall be subject to the requirements set forth by the City of Medina Zoning Ordinance, including the Single- and Two -Family Residential ("R2") and Mid -Density Residential ("R3") zoning districts and other relevant standards. C. The lots within the Property shall be classified as "Single Family," "Twinhome," or "Rowhome" as described in Exhibit B and shall be subject to the relevant standards described herein. Section 4. Allowed Uses. The allowed uses within the PUD District shall be as follows: A. Single Family Lots. The permitted, conditional, and accessory uses shall be those described in the R2 zoning district. B. Twinhome Lots. The permitted, conditional, and accessory uses shall be those described in the R2 zoning district, except that Accessory Dwelling Units shall not be permitted. Ordinance No. ### 1 DATE C. Rowhome Lots. i. The following shall be permitted uses within the Rowhome Lots: a. Townhouse Dwellings, provided no structure contains more than six dwelling units b. Parks and Open Space c. Essential Services ii. There shall be no conditional uses permitted within the Rowhome Lots iii. The accessory uses shall be those described in the R3 zoning district. Section 5. Lot Standards. A. The Single Family Lots shall be subject to the requirements of the R2 zoning district except as explicitly described below. i. Minimum lot size: 9,000 square feet ii. Minimum lot width: 70 feet iii. Minimum lot depth: 130 feet iv. Minimum front yard setback: 25 feet, except garage doors facing the street shall be setback a minimum of 30 feet v. Minimum side yard setback: 10 feet vi. Minimum rear yard setback: 30 feet. The rear yard setback may be reduced to 20 feet if abutting a preserved open space or common area, but may not be reduced if abutting public park property. vii. Minimum Collector Roadway setback: 40 feet viii. Maximum impervious surface coverage: 40% B. The Twinhome Lots shall be subject to the requirements of the R2 zoning district except as explicitly described below. i. Minimum lot size: 3,948 square feet ii. Minimum lot width: 42 feet iii. Minimum lot depth: 90 feet iv. Minimum front yard setback: 25 feet to back of curb v. Minimum distance between buildings: 30 feet. Bay windows, balconies, eaves, overhangs, canopies and other ornamental features not affixed to the ground may extend into this setback, provided they do not extend a distance greater than three feet from the structure. vi. Minimum side yard setback: 5 feet, except the side yard setback shall be reduced to zero for the common wall between two dwelling units. Bay windows, balconies, eaves, overhangs, canopies and other ornamental features not affixed to the ground may extend into this setback. vii. Minimum rear yard setback: 15 feet viii. Minimum Collector Roadway setback: 40 feet ix. Maximum impervious surface coverage: 70% C. The Rowhome Lots shall be subject to the requirements of the R3 zoning district except as explicitly described below. i. Minimum Setback from Perimeter of Site: 40 feet ii. Private street setback: 23 feet to back of curb Ordinance No. ### 2 DATE iii. Collector Roadway Setback: 40 feet iv. Minimum distance between buildings: 24 feet Section 6. Design and Development Standards. All standards not specified by this ordinance are to be the same as found in the Medina Zoning Ordinance for the relevant underlying zoning district. The following deviations from the underlying performance standards are hereby in place for the Weston Woods of Medina Planned Unit Development: A. Building Materials and Design shall be consistent with the standards approved by the City Council at the time of final plat review. B. Landscaping shall be consistent with the landscaping plan approved by the City Council at the time of final plat review. Section 7. The City of Medina Zoning Administrator is hereby directed to place this ordinance into effect and to make the appropriate changes to the official zoning map of the City of Medina to reflect the change in zoning classifications as set forth above only upon adoption of the Comprehensive Plan Amendment related to the Property and recording of the Weston Woods of Medina plat. Section 8. A copy of this Ordinance and the updated map shall be kept on file at the Medina City Hall. Section 9. This Ordinance shall be effective upon its passage, publication, and recording of the Weston Woods of Medina of Medina plat. Adopted by the Medina City Council this day of , 2020. CITY OF MEDINA By: Kathleen Martin, Mayor Attest: By: Jodi M. Gallup, City Clerk Published in the Crow River News on this day the of , 2020. Ordinance No. ### 3 DATE EXHIBIT A Legal Description of the Property That part of the South Half of Northeast Quarter of Section 3, Township 118, Range 23, Hennepin County, Minnesota, lying Northwesterly of the following described line: Commencing at the southeast comer of said South Half of the Northeast Quarter; thence North 01 degrees 13 minutes 50 seconds East on an assumed bearing along the east line of South half a distance of 833.09 feet to the point of beginning of the line to be described; thence South 22 degrees 09 minutes 09 seconds West a distance of 86.32 feet; thence Southerly 173.73 feet along a tangential curve concave southeasterly, having a central angle of 11 degrees 25 minutes 46 seconds and a radium of 870.89 feet; thence South 10 degrees 43 minutes 23 seconds West, tangent to said curve, a distance of 534.34 feet thence southerly 29.99 feet along a tangenbal curve concave easterly, having a central angle of 10 degrees 06 minutes 25 seconds and a radius of 170.1 feet; thence South 00 degrees 36 minutes 58 seconds West, tangent to said curve, a distance of 30.00 feet to the south line of said South Half and said line there tenninating. Abstract property AND Parcell: The Northwest quarter of the Southeast quarter of Se on 3, Township 118 North, Range 23, except the West 468 feet thereof, Hennepin County, Minnesota. Torrens property Parcel 2: That part of the Northeast quarter of the Southeast quarter lying West of a line extending from the Southwest comer of the Northeast quarter of the Southeast quarter to a point on the North line of the Northeast quarter of the Southeast quarter 660 feet West along said North fine from the Northeast comer of the Northeast quarter of the Southeast quarter, all in Section 3, Township 118, Range 23, Hennepin County, Minnesota. Torrens property. Parcel 3: Outlot B, Cavanaughs Meadowwoods Park, Hennepin County, Minnesota. Abstract properly Ordinance No. ### 4 DATE Parcel 4: The North 468 feet of the West 468 feet of the Northwest Quarter of the Southeast Quarter of Section 3, Township 118, Range 23, Hennepin County, Minnesota. Tomens property Parcel 5: The West 468 feet of the South 590 feet of the North 1058 feet of the Northwest Quarter oft e Southeast Quarter of Section 3, Township 118 North, Range 23, Hennepin County, Minnesota. Toners property Parcel 6: That part of the West 468 feet of the Northwest Quarter of the Southeast Quarter of Section 3, Township 118 North, Range 23, lying South of the North 1058 feet thereof, Hennepin County, Minnesota. Torrens property Ordinance No. ### 5 DATE EXHIBIT B Map Depicting "Single Family," "Twinhome," and "Rowhome" Lots Member introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2020-## RESOLUTION AUTHORIZING PUBLICATION OF ORDINANCE NO. ### BY TITLE AND SUMMARY WHEREAS, the city council of the City of Medina has adopted Ordinance No. ###, an ordinance establishing a planned unit development district for "Weston Woods of Medina" and amending the official zoning map; and WHEREAS, Minnesota Statues § 412.191, subdivision 4 allows publications by title and summary in the case of lengthy ordinances or those containing charts or maps; and WHEREAS, the ordinance is six pages in length and contains a map; and WHEREAS, the city council believes that the following summary would clearly inform the public of the intent and effect of the ordinance. NOW, THEREFORE, BE IT RESOLVED by the city council of the City of Medina that the city clerk shall cause the following summary of Ordinance No. ### to be published in the official newspaper in lieu of the ordinance in its entirety: Public Notice The city council of the City of Medina has adopted Ordinance No. ##, an ordinance establishing a planned unit development district for "Weston Woods of Medina." The ordinance rezones property proposed to be subdivided and developed as Weston Woods of Medina to planned unit development. The subject property is located north of Highway 55 and east of Mohawk Drive and includes PIDs 0311823130002, 0311823420001, 0311823430005, and 0311823410001. The full text of the ordinance is available from the city clerk at Medina city hall during regular business hours. BE IT FURTHER RESOLVED by the city council of the City of Medina that the city clerk keep a copy of the ordinance in her office at city hall for public inspection and that she post a full copy of the ordinance in a public place within the city. Resolution No. 2020-## DATE Dated: . Kathleen Martin, Mayor ATTEST: Jodi M. Gallup, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. Resolution No. 2020-## 2 DATE Member introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 20204# RESOLUTION GRANTING PRELIMINARY PLAT AND PUD GENERAL PLAN APPROVAL FOR WESTON WOODS OF MEDINA WHEREAS, the city of Medina (the "City") is a municipal corporation, organized and existing under the laws of Minnesota; and WHEREAS, Mark and Kathleen Smith (the "Applicants") own property located north of Highway 55 and east of Mohawk Drive (the "Property"), which is legally described in Exhibit A, attached hereto; and WHEREAS, the Applicants have requested approval of a planned unit development general plan and preliminary plat to subdivide and develop the Property into 76 twinhome lots, 42 single-family lots, and 32 rowhome lots; and WHEREAS, the preliminary plat is tentatively proposed to be called Weston Woods of Medina; and WHEREAS, on November 10, 2020, the Planning Commission held a duly noticed public hearing, reviewed the information provided by the Applicant and City staff, heard testimony from interested parties, and recommended approval of the general plan and preliminary plat; and WHEREAS, on December 15, 2020, the City Council reviewed the proposed general plan and preliminary plat, considered the recommendation of the Planning Commission and heard additional testimony; and WHEREAS, regarding the purpose of the Planned Unit Development regulations, the City Council finds that the proposed Planned Unit Development: a. provides a variety of housing types within the project; b. allows for the preservation of natural resources and wooded areas on the site; c. maintains open space in portions of the development site; d. effectuates the objectives of the Comprehensive Plan; and e. results in a more desirable environmental than might be possible through strict application of zoning and subdivision regulations. WHEREAS, subject to the fulfillment of the conditions noted below, the City Council makes the following findings of fact regarding the preliminary plat based on the requirements of the Subdivision Ordinance: a. The proposed preliminary plat is not in conflict with the Comprehensive Plan and is not premature for consideration. Resolution No. 2021-## DATE b. The subdivision is appropriate for the physical conditions on the site including the topography, storm water, natural resources, and soils. c. That the site is physically suitable for the proposed density of development and meets minimum lot size standards. d. The proposed subdivision is not likely to cause substantial environmental damage. e. The proposed subdivision is not likely to be injurious to public health. f. The proposed subdivision and its improvements will not conflict with public or private streets, easements, or right-of-ways. NOW, THEREFORE BE IT RESOLVED, that the City Council of Medina, Minnesota hereby grants approval of the PUD general plan and preliminary plat approval for Weston Woods of Medina, subject to the following terms and conditions: 1) Approval of the PUD General Plan of Development and Preliminary Plat is contingent upon adoption of the Comprehensive Plan Amendment. 2) Approval is conditioned upon approval of a wetland replacement plan for proposed wetland impacts. 3) Approval is conditioned upon establishment of a base flood elevation. 4) The Applicants shall enter into a development agreement with the City, which shall include the conditions described below as well as other requirements of City ordinance or policy. 5) The Applicants shall install all improvements shown on the plans dated 12/3/2020 except as may be modified herein. Final plans shall be provided at the time of final plat and shall address the comments of the City Engineer, Fire Marshal, Elm Creek Watershed, other relevant staff and agencies and the conditions noted herein. Plans shall be subject to review and approval by the City Engineer. 6) The Applicants shall submit architectural guidelines for review and approval by the City at the time of final plat application. The guidelines shall include, at a minimum, the following improvements from the photos and illustrations provided with the general plan of development: a. Architectural features upon the rear facades of the rowhome buildings which face streets, including modulation, accent materials and other elements. b. Additional architectural elements on the front of the twinhome buildings including modulation and differentiation of rooflines, decorative garage doors, and other elements. 7) A site plan review of each townhome building within the development site shall not be required as described in Section 825.55 of City Code. However, each building shall be subject to administrative review by City staff for consistency with the site plan which accompanies the plat, architectural requirements established in the guidelines approved by the City at the time of final plat review, relevant requirements of City Code, and the conditions noted herein. 8) The Applicants shall meet all requirements of the wetland protection ordinance, including provision of easements, planting of vegetation and installation of signage. 9) The plat shall include private roads within separate outlots from surrounding common areas. 10) The plat shall provide drainage and utility easements over all utilities, stormwater improvements, wetlands, and drainageways as recommended by the City Engineer. The plat Resolution No. 2021 -#ft 2 DATE shall also provide easements along the perimeter of the lots and between buildings as recommended by the City Engineer. 11) Plans shall be updated to either relocate the access point from Chippewa Road to the townhome area further east, or to remove the access point. If the access point is removed, the trail connection between Chippewa Road and the townhome area shall be designed and constructed as a secondary emergency access if determined necessary by Public Safety. The specifications shall be reviewed and approved by City staff. 12) The Applicants shall update plans to provide additional stormwater management if the City determines that additional treatment can be provided within the development to offset treatment for the eastern portion of Chippewa Road. 13) The Property shall be subject to the City's lawn and landscaping irrigation regulations. No lawn or landscape irrigation systems shall be permitted to be connected to the City water system. The Applicants shall provide a description of the proposed irrigation system at the time of final plat application. 14) The Applicants shall provide documentation to show that the average buffers required for each wetland have been provided. 15) The Applicants shall update plans for Chippewa Road as directed by the City Engineer. 16) The Applicants shall provide 3372 inches of replacement trees, unless the City determines a reduction is appropriate at the time of review of the final plat application based upon implementation of a natural resource management plan for the removal of pioneering trees such as boxelders. 17) The design of the townhome roadway shall be updated as necessary to improve emergency vehicle circulation. 18) Plans shall be updated to improve trail and pedestrian alignment as recommended by staff. 19) The Applicants shall convey the preserved wooded area to the City with a warranty deed. Plans shall be updated to include signage or other means to clearly delineate the preserved areas from private lots. 20) The Applicants shall construct the following paved trails and provide easements over the locations as recommended by City staff a. Adjacent to Chippewa Road b. Within the park c. Near Mohawk Drive, connecting Chippewa Road to the northwest comer of the site d. Connecting Chippewa Road to the park through the townhome neighborhood 21) The street and watermain connection between Mohawk Drive and Arrowhead Drive shall be constructed in connection with the development. At the City's discretion, the City may accept a contribution toward the cost of wetland mitigation and provide an equal amount of credit toward required water connection fees. 22) The Applicants shall submit HOA documents for City review and approval which shall describe provisions for maintenance of elements such as the private streets, trails, stormwater improvements, lawn irrigation, upland buffers, and bufferyard landscaping. 23) The Applicants shall submit a letter of credit in an amount of 150% of the cost of site improvements, Chippewa Road improvements, and watermain improvements to ensure completion. 24) The request shall be subject to review and approval of Elm Creek Watershed, Minnesota Department of Transportation, Minnesota Department of Health, Pollution Control Agency, Metropolitan Council and any other relevant agencies. Resolution No. 2021-## 3 DATE 25) Construction of Chippewa Road shall be permitted to result in a bounce above existing conditions for the large wetland south of Chippewa Road, subject to permitting and approvals by other relevant agencies and approval by the City Engineer. 26) The Applicants shall provide title documentation at the time of final plat application and abide by the recommendation of the City Attorney with regard to title matters and recording instructions. 27) The final plat application shall be filed within 180 days of the date of the resolution granting preliminary approval or the approval shall be considered void, unless a written request for time extension is submitted by the applicant and approved by the City Council. 28) The Applicants shall pay to the City a fee in an amount sufficient to reimburse the City for the cost of reviewing the preliminary plat, construction plans, and other relevant documents. Dated: . By: Kathleen Martin, Mayor Attest: By: Jodi M. Gallup, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member and upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. Resolution No. 2021-## 4 DATE EXHIBIT A Legal Description of the Property That part of the South Half of Northeast Quarter of Section 3, Township 118, Range 23, Hennepin County, Minnesota, Tying Northwesterly of the fair:awing deacnbed line: Commencing at the southeast comer of said South Half of the Northeast Quarter; thence North 01 degrees 13 minutes 50 seconds East on an assumed bearing along the east line of South half a distance of 833.09 feet to the point of beg ug of the line to be deemed; thence South 22 degrees 09 minutes 09 seconds West a distance of 86.32 feet; thence Southerly 173.73 feet along a tangential curve concave southeasterly, having a central angle of 11 degrees 25 minutes 46 seconds and a radius of 870.89 feet thence South 10 degrees 43 minutes 23 seconds West, tangent to said curve, a distance of 534.34 feet thence southerly 29.99 feet along a tangential curve concave easterly, having a central angle of 10 degrees 06 minutes 25 seconds and a rafts of 170.1 feet; thence South 00 degrees 36 minutes 58 seconds West tangent to said curve, a distance of 30.00 feet to the south line of said South Half and said line there terminating. Abstract property AND Parcell: The Northwest quarter of the Southeast quarter of Section 3, Township 118 North, Range 23, except the West 468 feet thereof, Hennepin County, Minnesota. Torrens property Parcel 2: That part of the Northeast quarter of the Southeast quarter lying West of a line extending from the Southwest comer of the Northeast quarter of the Southeast quarter to a point on the North line of the Northeast quarter of the Southeast quarter 660 feet West along said North lire from the Northeast comer of the Northeast quarter of the Southeast quarter, all in Section 3, Township 118, Range 23, Hennepin County, Minnesota. Torens property. Panel 3: Oudot B, Cavanaughs Meadowwoods Park, Hennepin County, Minnesota. Abstract property Resolution No. 2021-## 5 DATE Parcel 4: The North 468 feet of the West 468 feet of the Northwest Quarter of the mat Quarter of Section 3, Township 118, Range 23, Hennepin County, Minnesota_ Torrens property Parcel 5: The West 468 feet of the South 590 feet of the North 1058 feet of the Northwest Quarter of the Southeast Quarter of Section 3, Township 118 North, Range 23, Hennepin County, Minnesota. Toren property Parcel 6: That part of the West 468 feet of the Northwest Quarter of the Southeast Quarter of Section 3, Township 118 North, Range 23, tying South of the North 1058 feet thereof, Hennepin County, Minnesota. Torrens property Resolution No. 2021-## 6 DATE Agenda Item # 8A Member introduced the following resolution and moved its adoption: CITY OF MEDINA RESOLUTION NO. 2021 - ESTABLISHING 2021 APPOINTMENTS AND DESIGNATIONS TO VARIOUS CITY SERVICES, AUTHORITIES, COMMISSIONS, AND AGENCIES WHEREAS, the City contracts with various consultants and businesses to provide services to the City, and WHEREAS, the City is required to appoint City representatives to City commissions as well as area jurisdictions, agencies, authorities and commissions as indicated by governing documents, State statute, or City codes. NOW THEREFORE, BE IT RESOLVED that the City Council of the City of Medina hereby establishes the 2021 appointments and designations listed on Exhibit A. Dated: January 5, 2021. Kathleen Martin, Mayor Attest: Jodi M. Gallup, City Clerk The motion for the adoption of the foregoing resolution was duly seconded by member upon vote being taken thereon, the following voted in favor thereof: And the following voted against same: Whereupon said resolution was declared duly passed and adopted. Resolution No. 2021 - January 5, 2021 Exhibit A Council Office/Liaisons 2021 Appointment(s) Acting Mayor Dino DesLauriers Public Safety Liaison Dino DesLauriers Public Works Liaison Todd Albers Planning & Zoning Liaison Robin Reid Parks Liaison Joe Cavanaugh Administration Liaison Kathleen Martin Mayor's Emergency Declaration (Hierarchy of City Council to declare emergency in Mayor's absence) 1. Kathleen Martin 2. Dino DesLauriers 3. Todd Albers 4. Robin Reid 5. Joe Cavanaugh City Consultants Auditing Services Abdo Eick and Meyers LLP Building Inspector Metro West Inspection City Assessor Southwest Assessing (Rolf Erickson) City Attorney Kennedy & Graven (Ron Batty) City Engineer WSB (Jim Stremel) Financial Ehlers & Associates, Inc. _ M FireMarshal _ Todd Geske Metro West Inspection (alternate) IT Cipher Laboratories (Mike Brocco) Planning Consultant Northwest Associated Consultants, Inc. Prosecuting Attorney Tallen & Baertschi (Steve Tallen) Citv Staff City Clerk _ _ _ Jodi Gallup City Treasurer Erin Barnhart Human Resource Officers Scott Johnson Jodi Gallup Data Compliance Officials Jodi Gallup Jason Nelson - Police Anne Klaers - Police Erin Barnhart - Finance Dusty Finke - Planning Steve Scherer - Public Works Responsible Authority for MN Government Data Practices Act Jodi Gallup Zoning Administrator Dusty Finke Deb Dion (alternate) Resolution No. 2021 - January 5, 2021 1 Exhibit A City Committee, Agency, Commission Representatives Communities in Collaboration Council Jason Nelson Elm Creek Watershed (2nd Wednesday @ 11:30 a.m., Maple Grove City Hall) Elizabeth Weir Scott Johnson (alternate) Hamel VFD Relief Association (2nd Monday @ 8:00 p.m.) (need 2 elected officials as ex -officio members) Kathleen Martin Dino DesLauriers Highway 55 Corridor Coalition Joint Powers Todd Albers Scott Johnson (1st alternate) Lake Independence TMDL through Pioneer -Sarah Creek Watershed Hakanson Anderson Scott Johnson (alternate) Lake Sarah TMDL through Pioneer -Sarah Creek Watershed Hakanson Anderson Scott Johnson (alternate) Elm Creek TMDL through Elm Creek Watershed Hakanson Anderson Elizabeth Weir (alternate) Minnehaha Creek Watershed Peter Rechelbacher Northwest Hennepin League of Municipalities (2nd Wednesday ® 6:30 p.m.) Kathleen Martin Other Council Member (alternate) I-94 Chamber of Commerce Jodi Gallup Scott Johnson (alternate) Pioneer -Sarah Creek Watershed (third Thursday @ 4:00 p.m., Independence City Hall) Pat Wulff Mike McLaughlin (1st alternate) Scott Johnson (2nd alternate) Uptown Hamel Inc. (Business Assn.) (third Tuesday @ Noon, location changes) Robin Reid Scott Johnson (alternate) Weed and Tree Inspector Steve Scherer Designation of Official Depositories & Investment of Idle Funds Farmers State Bank of Hamel Oppenheimer PMA Financial Network/(4M) Fund RBC Dain Rauscher, Inc. Designation of Official City Legal Newspaper Crow River News Plannin Commission 3 Year Term Justin Popp 3 Year Term Timothy Sedabres 3 Year Term Braden Rhem Park Commission 3 Year Term John Jacob 3 Year Term Mary Morrison 3 Year Term Nita Norman Resolution No. 2021 - January 5, 2021 2 Agenda Item # 8B MEMORANDUM TO: Mayor Martin and Members of the City Council FROM: Planning Director Dusty Finke and Public Works Director Steve Scherer DATE: December 29, 2020 MEETING: January 5, 2021 City Council SUBJ: Arrowhead Drive (north of Hwy 55) Improvement Project Background The City's Capital Improvement Program (CIP) includes potential improvements for Arrowhead Drive north of Highway 55 during 2021. Improvements were identified within the Arrowhead Drive/Chippewa Road study in 2019 to support projected traffic volumes on Arrowhead Drive. The study analyzed the intersection of Arrowhead Drive and Highway 55 in anticipation of the construction of Chippewa Road and development including the expansion of OSI, Weston Woods, and others. The project will involve adding a second southbound left-hand turn -lane on Arrowhead Drive (onto eastbound Hwy 55), turn lanes into OSI's relocated driveway, a trail along the east side of Arrowhead Drive, and stormwater improvements. The City entered into a petition and waiver with Arrowhead Holdings (owner of the OSI property) wherein the owner agreed to contribute proportionally (approximately 40%) towards the project. The owner also agreed to relocate their driveway to align with Meander Road. The City Engineer has estimated the project cost at $900,000, which includes estimated construction cost of $650,000, 10% contingency and 28% soft cost. The City Engineer has prepared the attached scope and proposal for design and bidding services. The not -to -exceed January 5, 2021 Arrowhead Drive Page 1 of 2 Improvement Project City Council Meeting estimate for design and bidding is $110,140. Staff is requesting authorization to proceed with design based upon the scope. The City Engineer has also estimated construction management costs at approximately $90,000. This estimate may be adjusted based upon design. The intent would be to be prepared to potentially solicit bids in June and proceed with construction late summer/fall 2021. Potential Actions Motion to authorize staff to commence design of the Arrowhead Drive improvement project based upon the attached scope of services and not -to -exceed cost estimate. Attachments 1. Scope of Services 2. Design/Bidding Costs 3. Estimated Construction management costs Arrowhead Drive Page 2 of 2 January 5, 2021 Improvement Project City Council Meeting wsb41 December 30, 2020 Mr. Dusty Finke City Planning Director City of Medina 2052 County Rd 24 Medina, MN 55340 Re: City of Medina — Arrowhead Drive Tum Lane Expansion Project Proposal to Provide Engineering Services for Final Design & Construction Services Dear Mr. Finke: WSBENG.COM 763.541.4800 CO MINNEAPOLIS, MN SUITE 300 701 XENIA AVENUE S On behalf of WSB, we are pleased to present this proposal to provide professional engineering services to the City of Medina for the completion of 60% and 100% design, bidding, and construction services of the Arrowhead Drive Tum Lane Expansion Project. The following letter proposal represents our entire understanding of the project scope and level of engineering services requested. PROJECT UNDERSTANDING The City of Medina is requesting engineering design services that include 60% and 100% levels of design completion, bidding, and construction services for the Arrowhead Drive Tum Lane Expansion Project. The project includes widening of Arrowhead Drive to facilitate the installation of a second southbound left tum lane approaching the TH 55 intersection in addition to the extension of a multi -use bituminous trail from TH 55 to Meander Road. If the City desires, the relocation and installation of the proposed stormwater treatment pond can be included with the Project. The scope of engineering services will include the further development of the preferred option from the City's visioning study completed in 2019. The design will include a 60% level completion, with a MnDOT Level II layout, final design and plan development to prepare for bidding of the project, and construction services. We understand that the City would like to construct the project in 2021 to improve capacity of the left-hand tum lanes at TH 55 and coincide with the completion of the adjacent OSI expansion and the Chippewa Road extension between Arrowhead Drive and Mohawk Drive. The proposed work plan of the final design will include the following elements: • Expand the width of Arrowhead Drive to the west to accommodate a 2'"' south bound left tum lane at TH 55. • Extend multi -use bituminous trail from TH 55 north to Meander Road on the east side of Arrowhead Drive. • Provide the necessary signal modifications to accommodate two left tum lanes and to move the cross walk to the east quadrant of the TH 55/Arrowhead intersection. • Provide a design to relocate the OSI driveway south to align with Meander Road. • Design a stormwater pond located north of the relocated OSI driveway to accommodate/offset the increase in impervious surface and meet the regulatory treatment requirements. • Minimize the disturbance to the existing Arrowhead Drive pavement surface to the greatest extent possible. City of Medina — Arrowhead Drive Tum Lane Expansion Project — Proposal for Final Design & Construction Engineering Services December 30, 2020 Page 2 WORK PLAN & SCOPE OF SERVICES SUMMARY The proposed scope of engineering services detailed in this proposal will include the following In summary for 60% and 100% levels of design completion, bidding, and construction services. Traffic studies, traffic generation modelling, and an approved concept plan was prepared previously with the City's visioning study in 2019. Plans and other project documents will be prepared in accordance with MnDOT/State Aid standards. Phase 1— Field Work & Final Layout Design • Topographic survey of project area and base -map drafting/updates in an AutoCAD format, include GSOC field locate making request. • Conduct field work for approximate wetland boundary locations. Official delineation cannot be performed until spring (after approximately mid -April). • Refine final layout/exhibit with intersection geometrics and truck turning movements, conduct intemai geometric compliance review. • Coordinate meeting with MnDOT (traffic/signal group) to review proposed improvements, including moving/rectifying the crosswalk. Phase 2 — 60% Design • Project management and meetings with City staff including one for a kick-off, one meeting with the full design team at 60% design level, and time for various informal design review discussions (by the PM only) with City Staff during office hours. • Create MnDOT Level II layout and submittal package to MnDOT for review, include one meeting with MnDOT (required for review of Level II layout). • Stormwater management design to 60% level including treatment basin design at OSI entrance. • Submit plans/permit application to watershed district for stormwater management. • Utility coordination and one meeting. • Prepare Intersection Control Evaluation (ICE) report. • Submit 60% plans to MnDOT including ICE report for review and comment. • 60% level of design and cost estimating for the road widening, trail, and intersection reconfiguration at TH 55. • Public Involvement including one community engagement activity and one City Council meeting presentation. Provide brief memorandum for Council agenda packet. Phase 3 — 100% Final Design, Construction Documents, Bidding Services • Project management and meetings with City staff including one meeting with the full design team (at 90% completion level) and time for various informal design review discussions (by the PM only) with City Staff during office hours. • Finalize wetland delineations, prepare report, and coordinate related LGU approvals. • Prepare wetland impact permit application, coordinate mitigation or credit request. • Final design and preparation of 100% construction plans, specifications, contract documents. • Stormwater management design and preparation of SWPPP. • Provide a final cost estimate to the City. • Submit final plans to MnDOT for review and approval. • Constructability review and QA/QC coordination. • Public involvement including one City Council meeting presentation for final plan approval and authorization of bidding. Provide brief memorandum for Council agenda packet. • Bidding services, attend bid opening, coordination and preparation of bid tabulation. Provide brief memorandum for Council agenda packet. City of Medina — Arrowhead Drive Tum Lane Expansion Project — Proposal for Final Design & Construction Engineering Services December 30, 2020 Page 3 Phase 4 — Construction Services • Project management and administration including weekly meeting coordination. • NPDES permit preparation for construction activity. • Full-time construction observation. • Construction surveying/staking. • Materials testing in accordance with MnDOT standards. • Preparation of record drawings. • Project documentation review and prevailing wage compliance coordination. • Warranty inspection and coordination. SCOPE OF SERVICES FOR PHASE 1 (FIELD WORK & FINAL LAYOUT DESIGN The following is a list of deliverables needed to complete the engineering field work and the design efforts for the final geometric layout by which the rest of the project design will be based. Upon authorization of the proposal, we will begin immediately by gathering private utility data, conducting a topographic survey, reviewing public/private utility record drawings, and other available information. The information gathered will be used as a basis for the design efforts detailed in this proposal. Project management is a key component included in each task as proposed. Within each task and deliverable, project coordination and communication with the City, residents, other project stakeholders, and the project team will be critical for success. Active project management and utilization of project controls will allow for open lines of communication and routine updates on project issues, as welt as keeping the project on schedule and within budget. Topographic Survey 8 Base -Mapping Updates A design level topographic survey will be completed for the entire project area to identify surficial information/landmarks, existing grades, property comers/lines, and public/private utility locations. The final AutoCAD base -mapping information will not constitute an official boundary survey, but a high -quality survey grade right-of-way/parcel map will be created using available plat maps and existing field survey shots that can be used for easement acquisition. The cost of document fees for official plats or easement has not been included with this proposal. The overall task will include obtaining record plan information from the City on the location and potential conflicts with other utilities, finalizing an AutoCAD base map for the purposes of final design, notification of private utility companies within the project corridor, and any other related information for the area that may impact design or future construction. The scope of surveying services does not include the preparation of temporary/permanent easement parcel sketches, legal descriptions, or field staking of easements for private properties where proposed improvements may be located. Right of way or easement acquisition services have also not been included with this scope of work. Preliminary Wetland Delineation During the visioning study, it was identified that a wetland complex exists on all four quadrants of the intersection with Meander Road. WSB will delineate all water resources within the project area, including wetlands, wet ditches, and watercourses. These features will be identified and documented using the US Army Corps of Engineers wetland delineation manual and Midwest Regional Supplement. Boundaries will be marked with pink pin flags for identification in the field. Data collected will Include soils, hydrology, and vegetation. These data points will be incorporated into a Wetland Delineation Report and submitted to the regulatory agencies for review and approval. Formal approval of the boundaries is expected in City of Medina — Arrowhead Drive Tum Lane Expansion Project — Proposal for Final Design & Construction Engineering Services December 30, 2020 Page 4 Spring 2021. In order to advance design and identify potential impacts, preliminary wetland boundaries will be provided to the engineer to incorporate into the design drawings. Refine/Finalize Geometric Layout This task includes a refining the previously approved geometric layout and design based upon staff input and general engineering judgment. The preliminary layout in CAD format will be a representation of preliminary horizontal alignments with potential construction limits shown with possible conflicts of the proposed improvements. We will work together with City staff members during the preliminary design task to determine the most cost-effective means and methods of designing and constructing the proposed street, trail, and storm sewer Improvements. Team communication is essential during this phase to develop a clear understanding and expectations of the scope of work the ensure the final design phase can be completed efficiently and effectively. Our team includes staff with industry leading experience in roadway geometrics and MnDOT State Aid design criteria. Their expertise will be utilized to develop the roadway and trial layouts. MnDOT Coordination & Meeting This task includes coordinating with MnDOT engineering staff and scheduling a meeting to review the final geometric layout. MnDOT typically provides guidance on the layout, timeline for review/approvals, and what documents will be required with the submittal packets. SCOPE OF SERVICES FOR PHASE 2 (60% DESIGN] Plans and specifications will be prepared to a 60% level during this phase, along with a MnDOT Level 2 layout, and an Intersection Control Evaluation (ICE) report. At the completion of 60% design, plans will be submitted to MnDOT, permits prepared for stormwater management, a cost estimate updated, and a public engagement activity will be conducted. Prepare MnDOT Level 2 Layout A MnDOT Level 2 layout will be prepared showing intersection geometric layout and include a turning movement analysis/layout for large semi -truck movements. This layout is completed to very specific requirements and is the first official submittal to MnDOT. 60% Plan Preparation WSB will prepare a set of plans to a 60% level of completion in accordance with MnDOT State Aid Highway standards. WSB will coordinate its work closely with City of Medina, MnDOT State Aid, and other public agencies (including Hennepin County) during the entire design process to ensure that agency requirements are met. We will work together with City staff during the final design task to determine any further cost saving means and methods of designing and constructing the proposed street and trail improvements. The plans will detail the improvements including the pavement section, quantity tabulations, centerline elevations for curb replacement, removals and restoration, erosion control, plan/profiles for street/storm sewer improvements, signing/striping plans, and other plans required to meet the governing agency requirements for submittal at this stage of the project. WSB will also begin signal design plans as needed with this stage of plan development. This will include preparation of a preliminary geometric layout of each intersection showing the existing conditions and proposed changes to the location of poles and mast arms, vehicle detection systems, pedestrian pushbutton and indications, pedestrian curb ramps and landings, source of power locations, and interconnect system locations. These layouts will be used to determine the estimated improvement costs, utility conflicts and relocations, and will be the basis for the final design plans. City of Medina — Arrowhead Drive Tum Lane Expansion Project — Proposal for Final Design & Construction Engineering Services December 30, 2020 Page 5 The City has discussed with the adjacent commercial property (OSI) the relocation of their driveway south to align with Meander Road. The resulting alignment will improve traffic movements within the intersection and reduce the potential for accidents. The design of this relocation will be included with the 60% design phase, but we understand that final design and construction will be completed by others. WSB's services do not include landscaping or electrical design to accommodate the relocation of OSI's monument sign. Stormwater Management Design & Permitting WSB will provide design services for the storm sewer system and BMPs for the proposed improvements in accordance with the City and ECWMC's design requirements. The services within this task include stormwater modeling, stormwater BMP design, and coordination with the appropriate governing authorities as needed. The proposed pond design will be located adjacent to the relocated OSI driveway on the north side. The location of the pond will allow for "off -setting" of treatment where conveyance is not feasible (or cost prohibitive) by capturing runoff from existing hard -cover surfaces of a similar area. The appropriate permitting documents will be prepared for submittal to the Elm Creek Watershed Management Commission. ECWMC Stormwater Management Requirements for the project are as follows: • A stormwater management plan is required for any land development that disturbs more than one acre of land. • Linear projects that create one acre or more of new impervious must meet all commission requirements for the net new impervious surface. • Runoff rates for proposed conditions must not increase from existing conditions for the 2 - year, 10 -year and 100 -year critical storm events. • Stormwater runoff volume must be infiltrated in the amount equivalent to 1.1" of runoff from new impervious surface. It is assumed that infiltration will not be feasible based on prevalence of clay soils within Medina. Bioflltration Volume credit towards compliance may be achieved by various options outlined in the ECWMC rules and standards. • No net increase in total phosphorus (TP) or total suspended solids (TSS). This task does include the preparation of the erosion/sediment control plan sheets but does not include the written narrative of a Stormwater Pollution Prevention Plan (SWPPP). This is typically incorporated into the plans after 60% plans are developed. Private Utility & GSOC Coordination This task will include the coordination of utility markings for the topographic survey, a separate Gopher State One Call request for utility maps, and coordination with specific utility companies that may have conflicts with the proposed street and storm sewer installations. If potholing in the field is necessary to determine the elevation of specific utility lines, WSB will coordinate this effort, but the City will be responsible for contracting with a company or providing staff that can complete this work. WSB will hold a formal utility coordination meeting with the affected utility providers and any necessary meetings in the field to discuss specific impacts, if needed. Prepare Intersection Control Evaluation (iCE) Report In accordance with MnDOT requirements, WSB will prepare an Intersection Control Evaluation (ICE) for a proposed revision to the TH 55 signal at Arrowhead Drive intersection. The ICE report will be prepared using the site and traffic data and analysis previously completed. It is assumed that no additional traffic data collection will be required. The traffic operations evaluation for the ICE will use the existing conditions analysis from the previous Traffic Studies completed in conjunction with the City's visioning study in 2019. The additional alternative traffic operations will be evaluated using Synchro/Simtraffic software. A draft and final report documenting the data collection, study methodology, warrant and justification for the appropriate intersection control, conclusions and recommendations will be City of Medina — Arrowhead Drive Turn Lane Expansion Project — Proposal for Final Design & Constriction Engineering Services December 30, 2020 Page 6 prepared. The report will follow the ICE format and requirements established by the Minnesota Department of Transportation and Hennepin County. The report will be prepared and signed by a WSB registered engineer and submitted to the City for review and comment. It is assumed that the City will provide one set of review comments. Following receipt of comments, a final report and recommendation will be prepared and submitted to the City for final approval and signature. The document will then be submitted to Hennepin County and MnDOT State Aid for review and approval. MnDOT Coon lination & Plan Submittal WSB will continue coordination with MnDOT and Hennepin County throughout this phase. We will prepare final documents and plan packets in accordance with their requirements for submittal. Once comments are received, our design staff will prepare plan updates for final submittal. 60% Cost Estimating WSB will prepare preliminary project cost estimates for the proposed street, trail, intersection control (signal) improvements, stormwater management components, and associated overhead allotments to a 60% completion level. Project financing will come from the City of Medina, but at this time no decision has been made as to whether State Aid funding will be utilized. The project may be a good candidate for State LRIP funding, but the scope of services do not include the preparation of related applications or submittals. Public Engagement & Stakeholder Involvement WSB will hold project meetings with the City and other stakeholders throughout the design process to ensure the final product meets the intended need. The meetings will include one kick-off meeting with both City staff members upon authorization of the proposal, one progress/design meeting with City staff towards the end of 60% design, one City Council meeting, and one community engagement activity with affected residents or other stakeholders WSB will provide the necessary graphics, maps, and presentation materials to be used at the public engagement activity and project meetings. We will work with the City staff members to develop and mail the required notices for project meetings, and prepare any necessary resolutions for City Council meetings, If needed. WSB can provide a formatted notice to be sent to property owners or other stakeholders, but the City will mail the notices using City stationary. SCOPE OF SERVICES FOR PHASE 3 (100% DESIGN & BIDDING SERVICES The following is a list of deliverables needed to complete the engineering and design components of the project at a 100% level of design. As noted in Phase 1, project management is a key component included in each task as proposed. Final plans and specifications will be prepared for the project. Specific work included with this task will be development of final project documents, stormwater management and permitting, construction plans, SWPPP, and specifications/contracts for bidding. Wetland Impact Permltting/MItigatlon WSB will prepare permit applications and obtain permits from the following agencies, as needed: • Elm Creek Watershed Management Commission • Wetland Conservation Act (City of Medina) • US Army Corps of Engineers • Board of Water and Soil Resources (for Local Road Wetland Replacement Program, if applicable) City of Medina — Arrowhead Drive Tum Lane Expansion Project — Proposal for Anal Design & Construction Engineering Services December 30, 2020 Page 7 • No DNR Public Waters permits are anticipated for this project To prepare the applications, WSB will develop a purpose and need, evaluate project altematives, and create impact exhibits. If the project qualifies for the BWSR Local Road Wetland Replacement Program WSB will develop the information for that approval as well. If it does not qualify, WSB will identify wetland banks that meet the siting criteria for WCA and the USACE Section 404 permit. WSB has excellent working relationships with the regulatory agencies and plans early and frequent communication in order to keep the permitting process on schedule. At least one meeting with the agencies will be held to review the project and impact applications. Upon approval of permits, WSB will review permit conditions and inform the City of any conditions prior to construction. Final Construction Plan Preparation WSB will prepare a set of detailed construction plans in accordance with MnDOT and County State Aid Highway standards. WSB will coordinate its work closely with City of Medina, Hennepin County, MnDOT State Aid, and other public agencies during the entire design process to ensure that agency requirements are met. The final design and plans will detail the improvements including the pavement section, quantity tabulations, centerline elevations for curb replacement, removals and restoration, erosion control, plan/profiles for storm sewer improvements, signing/striping plans, temporary/permanent traffic control plans, signal plans, cross -sections, and other plans required to meet the goveming agency requirements. Stormwater Pollution Prevention Plan (SWPPP) Development This task includes the final preparation of the erosion/sediment control plan sheets and the written narrative of a Stormwater Pollution Prevention Plan (SWPPP) in accordance with MPCA NPDES permitting requirements. The NPDES permit will not be submitted for until the project has been bid and construction is imminent. Specifications & Contract Documents WSB will prepare final specifications, special provisions, contract documents, wage compliance documents, and bid form(s) in accordance with City and State Aid requirements and to facilitate bidding of the project. Final Design Cost Estimating WSB will prepare final project cost estimate including the proposed street, trail, intersection control (signal) improvements, stormwater management components, and associated overhead allotments. The costs will be split by funding categories in accordance with what MnDOT requires for a State Aid compliant plan. MnDOT Coordination & Final Plan Submittal WSB will prepare and submit final plans for City, Hennepin County, and MnDOT review and comments. We will provide a written comment resolution form for each submittal addressing the comments and actions taken. We will work proactively with City, Hennepin County, and MnDOT's review staff to address the comments in the most efficient manner. WSB will prepare and submit a final signed and certified plan set to Hennepin County and MnDOT in order to receive approval to let the project. Quality Control Within all tasks of this project, WSB will implement plan review and quality assurance/quality control procedures and protocols for the proposed design and plans. A constructability review will City of Medina —Arrowhead Drive Tum Lane Expansion Project — Proposal for Final Design & Construction Engineering Services December 30, 2020 Page 8 be completed with a draft of the final construction plans. This will provide the client with a high level of plan/document quality and future constructability. Stakeholder Involvement WSB will hold project meetings with the City and other stakeholders throughout the final design process to ensure the final product meets the intended need. The meetings will include one progress/design meetings with both City staff and members from the WSB design team, and one City Council meetings for review of the final design and to authorize bidding of the project. WSB will provide the necessary graphics, maps, and presentation materials to be used at the City Council meetings. Bidding Services WSB staff will prepare the advertisement for bids, respond to contractor questions, attend the bid opening at City Hall, provide a bid tabulation, tabulate the bids, evaluate qualifications, and provide an award recommendation. It has been assumed that no pre -bid meeting will be required. SCOPE OF SERVICES FOR PHASE 4 (CONSTRUCTION) The following is a list of deliverables needed to administer the construction phase of the project. WSB will provide the necessary project management and inspection services to ensure the construction phase proceeds according to the plans and specifications. Although the City may not utilize State Aid funding for this project, we recommend that the necessary materials testing and wage compliance procedures are met to allow for retroactive MSA or grant funding reimbursement. We understand that the scope of construction services does not include the relocation of the OSI driveway but does include the construction of the proposed stormwater pond north of the OSI driveway. It is expected that the OSI driveway relocation will be complete prior to the start of construction of the City's project. Although this is not a large project, the scope of the work Is unique and highly variable depending on the final approved plans. We would ask the City to allow us to re-evaluate the final scope of the construction services if there is a significant change in the project or contractor requests additional construction duration than originally proposed. Construction Administration This will include correspondence with the contractor regarding project contract items, preparation of partial and final pay estimates, weekly project updates to the City staff, lead weekly construction meetings and general coordination with City staff regarding project items. This task also includes preparation of agenda and conducting the preconstruction meeting. This task will also include the preparation and submittal of the NPDES permit for construction related Impacts. Construction Observation WSB will provide the City with full-time construction observation with one sole observer for the project. We propose that the contract requires completion of the project within 9 weeks at an average 50 hours per week. It is assumed that only one observer will be needed to observe the critical components of the project such as removals, utility adjustments, subgrade review, storm sewer installations, curb and gutter installation, pavement placement and the signal improvements at TH 55. We also anticipate the City will perform the necessary erosion and sediment control compliance inspections for the project required by the City's MS4 permit. Construction Staking WSB will provide a survey crew to complete the construction staking for the project. Staking will City of Medina — Arrowhead Drive Turn Lane Expansion Project — Proposal for Final Design & Construction Engineering Services December 30, 2020 Page 9 be conducted for the proposed pond grading, street widening, signal adjustments, curb/gutter, and other items required to complete the project as proposed. The cost to stake "blue -tops° for the contractor have not been included in this scope of work or additional requests by the contractor. WSB will only provide one set of stakes for the contractor in all cases; any additional staking needs will require compensation by the City or contractor, in addition to the fee provided in this proposal. Materials Testing WSB will conduct materials testing for the project in compliance with State Aid requirements. The testing is conducted to verify that what materials the contractor is procuring for the project are consistent with the construction specifications. The deliverable for this task will include plant inspections, materials certification review, certification summary, and any exception reports required. Project Closeout, Wage Compliance, & Documentation Review WSB will review project documents including those as a result of the materials testing, wage compliance, and other required documentation. This work is an effort to complete this project under the requirements of MnDOT State Aid. Record Drawings WSB will prepare record drawings for the project upon completion of construction. This task will include a field survey of the final invert elevations of any storm sewer, hydrants, or sewer manholes as well as updates to the pertinent plan sheet information. WSB will provide hard copies to City staff, update the City's Datalink system mapping, and provide a link to the electronic record plan pdf. Warranty Inspection WSB will conduct a warranty review of the project with City staff and prepare a letter of final acceptability prior to the expiration of the warranty period. OPTIONAL SERVICES NOT INCLUDED • Design of Meander Road widening, tum lane, or trail (east of Arrowhead Drive). • Formal report or detailed memoranda/feasibility. • LRIP or other grant funding applications. • Additional traffic studies and traffic generation modelling. • Soil borings or geotechnical evaluation. • Lighting or landscaping design/plans. • Right-of-way or easement coordination/acquisition. • Assessment / alternative funding considerations, public hearings, etc. City of Medina — Arrowhead Drive Tum Lane Expansion Project — Proposal for Final Design & Construction Engineering Services December 30, 2020 Page 10 ANTICIPATED PROJECT SCHEDULE Below is a general project schedule with major milestones. The exact timing of the community engagement activities, work task timelines, and completion dates will be discussed with the City at the project kick-off meeting. Phase 1 — Field Work & Final Layout Design Staff Authorization for Field Work December, 2020 Topographic Survey December, 2020 Approximate Wetland Boundary Field Work December, 2020 Complete AutoCAD Basemap/Updates Early January, 2021 Complete Final Exhibit/Layout with Modified Crosswalk Early January, 2021 Phase 2 — 60% Final Design Council Approval of Proposai/Authorization to Proceed January 5, 2021 Project Kickoff Meeting with Full Project Team Early January, 2021 Conduct Meeting with MnDOT Traffic/Signals Group Mid -January, 2021 Preparation of Level II Layout & Submittal to MnDOT January 29, 2021 Proceed/Continue with 60% Design February/March, 2021 Utility Coordination Meeting February, 2021 Meeting with MnDOT for Level II Layout (4-6 Weeks from Submittal) March 12, 2021 Complete 60% Level of Design, Submit Plans/ICE to MnDOT Functional GroupsMarch 26, 2021 Community Engagement Event End of March, 2021 City Council Meeting (Review 60% Design, Authorize Final Design) April 6, 2021 Submit Plans/Permit Documents to Watershed April 9, 2021 Phase 3 — 100% Final Design, Construction Documents, Bidding Services Begin Final Design April, 2021 Finalize Wetland Delineation, Submit Impact Permit April. 2021 Receive Comments from MnDOT (6-8 Weeks From 60% Plan Submittal) May 7, 2021 Complete 90% Design/Plans, Submit to MnDOT for Final Review May 17, 2021 City Council Meeting (Approve Plans / Authorize Ad for Bid) May 18, 2021 Complete Final Design May, 2021 Bid Opening June 17, 2021 Project Award July 6, 2021 Phase 4 — Construction (Not Included with This Scope of Work) Begin Construction Late August 2021 Substantial Completion October 2021 Final Completion November 2021 Warranty Inspection (2 -Year Warranty) Spring 2023 City of Medina — Arrowhead Drive Tum Lane Expansion Project — Proposal for Final Design & Construction Engineering Services December 30, 2020 Page 11 PROPOSED FEE Based on the proposed task hour budget, WSB will complete the scope of work for 60%, 100% final design, and construction services on hourly basis for a not -to -exceed cost as follows. The optional services are not included in this summary. Phase 1— Field Work & Final Layout Design $ 9,508 Phase 2 — 60% Design $ 46,842 Phase 3 — 100% Design & Bidding Services $ 53,790 Phase 4 — Construction Services $ 88,718 Grand Total All Tasks $198,858 A copy of the project task hour budget is attached for your reference. This represents our complete understanding and scope of the project. We are available to begin work immediately upon authorization as indicated in the proposed project schedule. WSB appreciates the opportunity to provide the City of Medina with this proposal. As always, we are looking forward to working with you and your staff toward the completion of the project. Please feel free to contact me with any questions or comments that you have. Sincerely, WSB <Yozge- James L. Sterne!, PE Senior Project Manager Attachments: Estimate of Fees Exhibit A - Project Area City of Medina: Authorized Signature Title Date Exhibit A - Arrowhead Drive Tum Lane Expansion Project - Work Plan Meander Road Widening Shown for Reference Only, No Work Proposed East of Curb Retum Relocate OSl Driveway South to Align with Meander k Road (City to Design, Constructed by Others) Expand Width of Arrowhead Drive to Accommodate 2nd Left Turn Lane, Will Require {;4,i Signal Modifications d r r r r r r r ..A r r r r r r r w r r w r• w r w r w r r w w r w r r r r w• r r • ., A I .ass•• s r, s=aaaa•as•.s a'saAsasaxs•-•ass ! a i • ag Y f r w II '1 24 a ti S gi Os gg at • aR 11 r r El .46 of f1 r @i g 1 I . ' #1 I a w w' x 7 a a 11 ss i M R V II 1 • • ••, RA a a II I -_ w rr .. .. F F id - x« it s w . F R II II i i _ .. �. a_ metes ■ L . . -« _rr . o i 1 r -1 x . L _ g l 1 z « a Y x .« . a a fi f ..w 0 X .w « r w ,« X X 111 i « w� • . .. . :; .. w w s II II 1 1 « r . . et w . II I a . « II ; $ _ w a E r 1t j{ii 1 .__«_w _..__r«.._. I, 1111 r,V f t I 11 21,1112.21m Toon fl) 11 WW2, MtYMOT ; i !iii1 1!iiiI II I. !i N M N N 1 i IHJE1 wz a II ea N a a ._ a N it ; 11 y 1. 1, MINS 14.311211211Csolrolt 1 u Drip -Sem&Tw6anreew. : iliIi1tIIiI II I - ey_k. a M A t .r M M i w I it1 1 r i I 1 wsbj Estimate of Fsss City of Medina Professional Engblasring Services for Construction Administration & Observation Arrowhead Drive Tian Lane Expansion Project Tab eaaryeal , Cast 8mdurProle! Ib Ilisrdelpal Plead Pal ar PMeNObava M41eTrak aelWlls.r Slwnl Spasidit Wider Ras PrejORasm't thiseals Teens PM MaaarW.T..eab Pentane Ws. C Ba AdmanPP C.rselaea Ads Ankle* Cesettea dungy bur.•r� TOW liven. Jbn BL.2n* Ly Eno Ross l3pa2bg ass* ROM Ataryednewkr Halm Mean Jos Carbon Emily DeSchwist .ION Swann JoelSundeao Su. e..I1a7 Pats I*Wes 7ro Pb.on -4 COmb111411ASate=ID1YluMAP i70o.W A+' r , _ ( . a A`iF',. „ :geed y aa -' . w.. . ' lti... . +• T 4.1 Pwaae6udtadW.sldpM.a res 24 i2 42Cmobwtlwe Mnebdab.Oal 9$ 12 2 2 4 2 70 $ 10.272 4.9 Cargalmaton Otat eebon 960 210 $ 47,600 4.4 Corobu.6ae Slaking 6 40 $ 12100 4.11 eanattudesM )Teethe 10 26 6 6122 4.8 Pay MroNroMDea Resew& Peed Ckaawd 10 6 16 16 12 M $ 7,662 Task 4 Teal aatimat d News oval Pa 70 20 202 6 4 10 a 16 26 $ 60 2 4 $ 60.400 Told Psam sd lbws 70 20 202 1 6 4 10 A 16 20 1 6 1 60 672 AMMO Kraft Beb72 $ /M 6 116 $ 128 2 168 6 1431$ 1m 6 140 6 w b 62 6 $7 b 02 6 lap 166 SWIM Ors Pas by Leber 6Naaaeln I $ 121a I $ WO 16 46.160001 $ - 1$ 6N 16 66616 1.40016 6.442216 • 1 6 12161 $ 1.14016 12001 6 11.700 $ 1111.711 TOTAL ENGINEERING SERVICES FEE . + . 4r MEMORANDUM TO: Mayor Martin and Members of the City Council FROM: Dusty Finke, Planning Director; through City Administrator Scott Johnson DATE: December 29, 2020 SUBJ: Planning Department Updates — January 5, 2021 City Council Meeting Land Use Application Review A) Weston Woods Preliminary Plat and PUD General Plan — east of Mohawk Drive, north of Highway 55 — Mark Smith (Mark of Excellence Homes) has requested a Preliminary Plat and PUD General Plan for development of 76 twinhomes, 42 single-family, and 33 twwnhomes on the Roy and Cavanaugh properties. The Planning Commission held a public hearing at the November 10 meeting. Two comments were received and one person spoke at the meeting in favor of the project. Following the hearing, the Commission unanimously recommended approval. The City Council reviewed at the December 15 meeting and directed staff to prepare documents of approval, which will be presented at the January 5 meeting. B) Krinke Accessory Structure CUP — 2905 Willowood Farm Road — Lothar and Mona Krinke have requested a conditional use permit for construction of a 12,000 square foot indoor riding arena addition to an existing barn. The Planning Commission is scheduled to hold a public hearing at the January 12 meeting. C) Pioneer Trail Preserve — 2325 Pioneer Tr. — James and Melissa Korin have requested a 3 - lot subdivision of a 40 acre parcel. Staff is conducting preliminary review and will prepare for a public hearing when complete, potentially at the February 9 Commission meeting. D) Three Rivers Park Outdoor Learning Center CUP — 4001 County Road 24 — Three Rivers Park has requested a Conditional Use Permit for construction of a 1900 square foot building in the Outdoor Learning Center. The building would include showers and an infirmary for guests. The Council adopted a resolution of approval at the December 15 meeting. The project will now be closed. E) Roehl Final Plat —1735 Medina Road — The Estate of Robert Roehl has requested a preliminary plat to subdivide 28 acres into two lots. The City Council granted preliminary plat approval on June 16. The applicant has requested final plat approval. The Council adopted a resolution of approval at the October 6 meeting. The plat has been recorded and the project will now be closed. F) Schwarz Accessory Dwelling Unit —1425 County Road 24 — Chaid and Jessica Schwarz have requested a conditional use permit to convert an existing home to an accessory dwelling unit to allow construction of a new home on their property. The CUP would also permit three accessory structures on the site. The applicant is considering withdrawing the application because they do not believe they will proceed with the renovation for the ADU at this time. G) Cates Ranch Comp Plan Amendment and Rezoning — 2575 and 2590 Cates Ranch Drive — Robert Atkinson has requested a change of the future land use from Future Development Area to Business, a staging plan amendment to 2020, and a rezoning to Business Park. The application is incomplete for review, and the City has requested additional materials. H) Holy Name Lake Estates — north of Pinto Drive, northwest of Holy Name Lake — Donavon DesMarais has requested preliminary plat approval for a six -lot rural subdivision. The Planning Department Update Page 1 of 2 January 5, 2021 City Council Meeting applicant also requests a variance from the maximum cul-de-sac length to expand Pinto Drive to serve the site. The Council granted preliminary plat approval, with variance, at the December 1 meeting. Staff will await fmal plat application. I) Ditter Subdivision — 2032-2052 Holy Name Drive — Tom and Jim Ditter have requested Comprehensive Plan Amendment, Rezoning, Preliminary Plat, and Interim Use Permit to replat their existing four lots into five lots. The City Council adopted documents of approval on September 15. The Met Council has reviewed the Comprehensive Plan Amendment and authorized the City to put it into effect. Staff will await final plat application. J) Adam's Pest Control Site Plan Review, Pre Plat, Rezoning — Jan-Har, LLP (dba Adam's Pest Control) has requested various approvals for development of a 35,000 s.f. office building, restaurant, and 13,000 s.f warehouse/repair shop north of Highway 55, west of Willow Drive (PIDs 04-118-23-21-0001 and 04-118-23-24-0001). The City Council adopted approval documents on March 17. Staff will await final plat application. K) Johnson ADU CUP, Hamel Brewery, St Peter and Paul Cemetery — The City Council has adopted resolutions approving these projects, and staff is assisting the applicants with the conditions of approval in order to complete the projects. L) Hamel Haven subdivision — These subdivisions have received final approval. Staff is working with the applicants on the conditions of approval before the plat is recorded. Other Proiects A) Planning Commission interviews — Council member Albers, Commissioner Nielsen, and I interviewed the applicants for Planning Commission vacancies. The recommended candidates are included in the annual appointment resolution. B) Stormwater Management Ordinance — Staff is preparing recommended changes to the stormwater management ordinance for consideration by the Planning Commission at the January 12 meeting. Staff is requesting discussion about whether the trigger requiring improvements is working correctly on rural lots. Planning Department Update Page 2 of 2 January 5, 2021 City Council Meeting MEDINA POLICE DEPARTMENT 600 Clydesdale Trail Paladin', MN 55340.9790 p: 763473.9209 (:763.473.8858 nonie:gencye 7635256210 MEMORANDUM linungeney 9-i-i TO: City Council FROM: Jason Nelson, Director of Public Safety DATE: December 31, 2020 RE: Department Updates I hope that you all had a happy holiday weekend. I am going to be taking the week after Christmas off through the New Year to spend time with my kids and family and recharge my batteries. 2020 has changed all our lives forever and I will be happy to see it in the rearview mirror soon. I am looking forward to seeing what 2021 brings to us all. As for the police department, I have been preparing for 2021 and working on policy and procedure moving forward. I have been in contact with Lexipol, which is America's leading source of state - specific policy and training that will help reduce risk, lower potential litigation costs, and improve personnel safety. This is a project that we will be working on in the first quarter of the year. Because we are moving forward with this now, we will save 10 percent on the annual cost for as long as we have it. In addition, we will get our 11th officer for free which is an annual savings of approximately $634 per year. I have been working on completing the departments wellness policy and have located a partner who will be assisting in meeting with the officers once a year. Lisa Sorensen is a licensed psychologist who has been in the field for over 32 years. We have met and gone over what my intentions are for our officer wellness program. Lisa works with many different local and state agencies throughout the State of Minnesota and comes highly recommended. I am excited to roll this program out to the officers by the end of the first quarter. In looking at our strengths and weakness this past year, one thing that came to light is that we had no redundancy in the front office administrative assistant position. This left our agency vulnerable if Anne were to need time off, become sick, or any other issue that may arise. We had no good solution if something were to happen to her. This was brought to the council's attention and was approved to fill our part-time administrative assistant position in 2021. While going through this process, it was learned that Nicole Jacobson, who was a current employee at City Hall, may be interested in the position. My administrative team and I had the opportunity to meet and interview Nicole and think that she would be a great addition to our team at the police department. I worked with Assistant Administrator Jodi Gallop and Finance Director Erin Barnhart, and consulted with City Administrator Scott Johnson, about the transition from City Hall to the Police Department. More information will be attached in the council packet for your review. Patrol: Patrol Updates 12/10/2020 through 12/28/2020 Patrol Activities — Between the dates of December 10, 2020 through December 28, 2020 our officers issued 53 citations and 162 warnings for various traffic violations. There were 3 property damage accidents reported, 1 personal injury accident, 2 medicals, 3 welfare checks/mental health calls, 2 business alarms, 2 residential alarms, 3 suspicious calls, 2 civil matter call, 9 traffic complaints, 5 disturbances, and 8 assists to other agencies. It should be noted that due to vacations around the Holiday season numerous incidents have not been processed yet which would raise all the above numbers during this period. On 12/10/2020 an officer stopped a vehicle for equipment violations along Highway 55 near Arrowhead Drive. The vehicle appeared to be brand new and displaying dealership placards but no temporary registration stickers. As the officer was questioning the driver about this, the driver fled by making an abrupt U-turn over the concrete median. The officer initiated a pursuit but soon realized that the suspect vehicle had possibly turned off onto northbound Arrowhead Drive. A short time later a Corcoran officer located the vehicle in their city and another pursuit was initiated which came back south into Medina and turned east on Highway 55 into Plymouth. The suspect pulled into the Goodwill parking lot and abandoned the vehicle. He attempted to get rides from some customers in the lot but ended up running on foot and hiding in an area of weeds. A Police K-9 was used to track the suspect and the suspect was located and taken into custody without incident. The vehicle was found to have been stolen off a car dealership lot earlier in the day which had been unknown to the dealership until the Medina Police called them. The suspect claimed to have ingested narcotics and was transported by ambulance to a hospital as a precaution for observation. Charges are pending. On 12/13/2020 at 0218 hours officers responded to assist Corcoran PD at a business alarm at a convenience store in Corcoran. Upon arrival it was discovered that the business had been burglarized by breaking the glass on the front door. Officers assisted with a perimeter until it was determined that the suspect was not believed to still be in the area. On 12/13/2020 at 2145 hours officer responded to a report of a vehicle in the ditch along Medina Road near Hunter Drive. Upon arrival the officer made contact with a female who identified herself as the driver and admitted she had driven off the road. The officer detected an odor of alcohol on the driver and she was ultimately arrested for DWI. Charges are pending. On 12/14/2020 officers were dispatched to Target on a report of a theft in progress. Upon arrival the officers were notified that the suspect had exited the store with unpaid merchandise and was getting into a vehicle parked in a handicap spot. Officers boxed the vehicle in and ultimately arrested the driver for theft. The vehicle contained a large amount of additional new merchandise which was believed to be stolen. The suspect is believed to be stealing merchandise and then returning the items for store credit without a receipt. A search warrant was conducted on the suspect's vehicle the following day. Thousands of dollars of merchandise were found, along with more than $20,000 cash in a bag on the backseat floorboard. Receipts found within the vehicle showed returns to Target over the past month of more than $8,000 in product, all believed to be stolen. Charges are pending and the vehicle and currency is being held for possible forfeiture after consultation with the Hennepin County Attorney's Office. On 12/20/2020 officer was dispatched to a report of one unconscious person in the city of Loretto. Upon arrival the subject was found conscious and said he had been taking a nap. On 12/23/2020 officers were dispatched to an accident in the area of Willow Drive and Momingside Road. The reporting party heard the crash and observed at least two occupants leaving the single vehicle crash on foot. Officers arrived and found a vehicle had driven off the roadway and into some brush. One person was found on foot in the area but was not believed to be the driver. The vehicle was impounded. Between the afternoon of 12/23 and morning of 12/24 during the snowstorm officers responded to 5 motorist assist, 5 reports of stalled vehicles in the roadway, and 6 vehicles in the ditch. On 12/24/2020 at 1720 hours officers were flagged down by someone reporting a vehicle fire along Highway 12 near County Road 6 in the city of Orono. Officers arrived in the area to find a vehicle fully engulfed in fire and assisted with shutting down traffic on Highway 12 for safety reasons until the fire was extinguished. On 12/26/2020 officer was patrolling along Holy Name Drive when a deer ran out of the ditch and into the side of the squad causing damage to the side mirror and door panel of the squad. On 12/28/2020 officer responded to a report of smoke inside a residence in the 1400 block of Hunter Drive. A wood fireplace was found to have started a smoldering fire in the floor joists underneath the fireplace. The smoldering fire was extinguished by the Hamel Fire Department. On 12/28/2020 officer was southbound on County Road 19 when a deer ran out in front of the squad and was struck by the push bumper of the squad. The deer spun around and stuck the front bumper of the squad causing minor damage to the bumper of the squad. On 12/29/2020 at approximately 0030 hours officer was dispatched to a report of a juvenile unconscious after having been drinking and falling. It was learned that the victim had friends over at his house and they began drinking in the basement which was unknown by the parents who were home upstairs. The unconscious juvenile was transported to the hospital by ambulance. Two other juveniles were released to their parents. Investigations: Officers responded to a report of a theft in progress at Target. Upon arrival, Officers observed the suspect leaving without paying for several items. The suspect was arrested for theft and later released pending formal complaint. I then executed a search warrant on the suspect's vehicle and located several stolen items from various Target stores. I later learned the suspect was responsible for approximately 30 thefts over the last several months. My case has been submitted to the County Attorney's office for felony theft charges. Investigating a possible case of financial exploitation of a vulnerable adult. I have submitted an administrative subpoena to the vulnerable adult's bank account for further information. Investigation is on -going. Investigating a case involving fraudulent transactions on the victim's credit card. The transactions were made through an application called Cash App. I have sent an administrative subpoena to Cash App for further information. Completed a background check for a new city employee. There are currently (8) cases assigned to investigations. MEMORANDUM TO: FROM: DATE: MEETING: SUBJECT: City Council, through City Administrator Scott Johnson Steve Scherer, Public Works Director December 31, 2020 January 5, 2021 Public Works Update STREETS • The December 23`d snow emergency, with its ice, heavy snow, high winds, and plummeting temperatures, made it difficult for the deicing products to penetrate quickly. Streets were left passable, but with some snowpack. Public Works was out doing post storm clean up when the second snow event hit. Although Medina does not have a clear pavement policy it is always our goal to remove all ice and snow. As a reminder, extreme cold slows or stops the effectiveness of deicing products therefore the months of January and February are typically the worst for snow and ice pack on the streets. • Included in your packet is a proposal from WSB for the Arrowhead Drive intersection improvement. Timing is crucial as discussed in December. Staff recommends moving forward ASAP with bidding the design. WATER/SE WER/STORMWATER • I have solicited quotes for the software upgrade at the water treatment plant in Hamel. This upgrade is in the capital plan for 2021. • The sewer lining project is scheduled to begin next week. The project is expected to take a day or two to complete. This project will also go to credit our surcharge for I/I with the MCES. • Lisa DeMars submitted our application for the next 5 -year MS -4 permit. She is researching the additional mandated requirements for this permit cycle. PARKS/TRAILS • Jodi Gallup and I have been working on the plan for Hunter Lions Park, which is expensive. The timeline for completion will be extended to reduce costs. I plan to have Public Works complete much of the work. • We are seeing very heavy use at the sliding hills and the trails. The cold does not appear to be deterring children and families. It is very refreshing and rewarding to see so many happy faces in the park. We are working on the ice rinks; the weather has hindered the process. I hope to have some ice by the time you read this. MISCELLANEOUS • Lisa DeMars has been working hard to assure our safety training is compliant with current OSHA standards. To mitigate COVID our go -forward plan is to offer video training courses whenever possible. ORDER CHECKS DECEMBER 15.2020 - JANUARY 5.2021 051074 BEAUDRY OIL & PROPANE $966.82 051075 BLUE CROSS BLUE SHIELD OF MN $34,454.15 051076 BOYER FORD TRUCKS INC $1,412.44 051077 CENTERPOINT ENERGY $1,921.49 051078 DINIUS FENCE LLC $10,035.00 051079 DETAIL HOMES, INC $10,000.00 051080 ECM PUBLISHERS INC $39.58 051081 EGAN $916.00 051082 HAKANSON ANDERSON ASSOCIATES I $500.00 051083 HENN COUNTY SHERIFF $51.20 051084 KD & COMPANY RECYCLING INC $110.54 051085 LANO EQUIPMENT INC $59.12 051086 METROPOLITAN COUNCIL $12,300.75 051087 OFFICE DEPOT $226.85 051088 PIONEER -SARAH CREEK $15,000.00 051089 RACHEL CONTRACTING $1,200.00 051090 RAM GENERAL CONTRACTING, INC $10,000.00 051091 RAY FLEMAL $600.00 051092 ROLF ERICKSON ENTERPRISES INC $8,439.74 051093 SITEONE LANDSCAPE SUPPLY LLC $383.26 051094 STREICHER'S $298.90 051095 TIMESAVER OFFSITE $331.50 051096 WOODDALE BUILDERS $10,000.00 051097 ACME TOOLS $413.86 051098 ALDI, INC. $5,194.50 051099 ASPEN MILLS INC $49.70 051100 BARTZEN, JOHN F. $1,000.00 051101 BEAUDRY OIL & PROPANE $983.73 051102 BOYER FORD TRUCKS INC $450.13 051103 CONTEMPORARY IMAGES $2,399.09 051104 CUSTOM HOME BUILDERS $558.00 051105 DITTER INC $626.20 051106 ECM PUBLISHERS INC $47.49 051107 GOODIN COMPANY $21.82 051108 HENN COUNTY ELECTIONS $2,135.40 051109 JOHNSON, KAREN $30.12 051110 KRAEMER MINING AND MATERIALS $643.13 051111 NAPA OF CORCORAN INC $110.81 051112 RAYMOND FLEMAL $1,610.00 051113 RENEWAL BY ANDERSON $102.00 051114 SITEONE LANDSCAPE SUPPLY LLC $81.47 051115 STREICHER'S $316.95 051116 SSI MN TRANCHE 1 #10322006 $1,592.56 051117 SSI MN TRANCHE 3 #10327096 $2,520.50 051118 VIKING INDUSTRIAL CENTER $2,962.97 051119 WSB & ASSOCIATES $20,813.50 051120 BEAUDRY OIL & PROPANE $2,477.07 051121 DPC INDUSTRIES INC $1,202.73 051122 ENGEL WATER TESTING INC $450.00 051123 HOLIDAY FLEET $71.50 051124 naffs JOHNNYS INC $130.00 051125 KONRAD MATERIALS SALES LLC $837.20 051126 KRAEMER MINING AND MATERIALS $1,095.38 051127 METRO WEST INSPECTION $23,294.73 051128 MN DEPT OF TRANSPORTATION $438.72 051129 NAPA OF CORCORAN INC $12.45 051130 NELSON ELECTRIC MOTOR REPAIR $1,305.50 051131 OFFICE DEPOT $1.00 051132 RANDY'S SANITATION INC $20.00 051133 STREICHER'S $12.00 051134 T.C. WINTER SERVICES $862.20 051135 TITAN MACHINERY $350.00 051136 WESTSIDE WHOLESALE TIRE $1,290.87 051137 BANYON DATA SYSTEMS $3,845.00 051138 CRAIG RAPP, LLC $1,400.00 051139 DELANO SPORTSMANS CLUB $500.00 051140 EMBEDDED SYSTEMS, INC $3,320.64 051141 GREAT AMERICAN FINANCIAL SERVI $178.95 051142 LAW ENFORCEMENT TECHNOLOGY GRO $9,599.33 051143 LEAGUE OF MN CITIES INS.TRUST $71,970.00 051144 MARCO (LEASE) $795.61 051145 METRO ELEVATOR INC $195.00 051146 MN RURAL WATER ASSOC $300.00 051147 MN SAFETY COUNCIL INC $580.00 051148 ROLF ERICKSON ENTERPRISES INC $8,107.65 051149 SUN LIFE FINANCIAL $1,489.52 051150 TEGRETE CORP $1.355.00 Total Checks $301,399.32 ELECTRONIC PAYMENTS DECEMBER 15.2020 — JANUARY 5.2021 005757E CIPHER LABORATORIES INC $799.96 005758E FRONTIER $57.22 005759E WRIGHT HENN COOP ELEC ASSN $2,005.62 005760E WRIGHT HENN COOP ELEC ASSN $2,082.92 005781E FARMERS STATE BANK OF HAMEL $52.00 005782E FURTHER $195.34 005763E ELAN FINANCIAL SERVICE $4,322.82 005764E CIPHER LABORATORIES INC $7,930.63 005765E FRONTIER $57.22 005766E FP MAILING SOL POSTAGE BY PHON $1,000.00 005767E FURTHER $20.00 005768E PR PERA $16,677.94 005789E PR FED/FICA $16,195.71 005770E PR MN Deferred Comp $1,840.00 005771E PR STATE OF MINNESOTA $3,739.32 005772E CITY OF MEDINA $21.00 005773E FURTHER $1,792.60 005774E MINNESOTA, STATE OF $689.00 005775E BOND TRUST SERVICES CORP $1,129,125.85 005776E FURTHER $138.13 005777E FURTHER $324.15 005778E VALVOLINE FLEET SERVICES $134.90 005779E CITY OF PLYMOUTH $1,024.88 005780E CIPHER LABORATORIES INC $9,073.00 005781E DELTA DENTAL $2.450.36 Total Electronic Checks $1,201,750.57 PAYROLL DIRECT DEPOSIT — DECEMBER 23.2020 0510712 BILLMAN, JACKSON CARROLL $672.25 0510713 BOEDDEKER, KAYLEN C $1,628.04 0510714 JOHNSON, PATRICK M. $633.53 0510715 ALTENDORF, JENNIFER L. $1,543.25 0510716 BARNHART, ERIN A. $2,514.92 0510717 BOECKER, KEVIN D. $2,484.97 0510718 CONVERSE, KEITH A. $1,978.16 0510719 DEMARS, LISA $1,592.54 0510720 DION, DEBRA A. $1,914.10 0510721 ENDE, JOSEPH $2,262.80 0510722 FINKE, DUSTIN D. $2,651.16 0510723 GALLUP, JODI M $2,119.61 0510724 GLEASON, JOHN M $2,036.12 0510725 GREGORY, THOMAS $1,950.75 0510726 HALL, DAVID M. $2,381.14 0510727 HANSON, JUSTIN $2,538.77 0510728 JACOBSON, NICOLE $819.36 0510729 JESSEN, JEREMIAH S $2,517.38 0510730 JOHNSON, SCOTT T. $2,286.95 0510731 KLAERS, ANNE M $1,427.40 0510732 LEUER, GREGORY J. $1,857.77 0510733 MCGILL, CHRISTOPHER R. $1,505.35 0510734 MCKINLEY, JOSHUA D $2,264.47 0510735 NELSON, JASON $4,533.29 0510736 REINKING, DEREK M $2,405.77 0510737 SCHARF, ANDREW $2,702.37 0510738 SCHERER, STEVEN T. $2.409.96 Total Payroll Direct Deposit $55,632.18