HomeMy Public PortalAbout08-04-2020_minutesMedina City Council Meeting Minutes 1
August 4, 2020
MEDINA CITY COUNCIL MEETING MINUTES OF AUGUST 4, 2020
The City Council of Medina, Minnesota met in regular session on August 4, 2020 at 7:00
p.m. in the City Hall Chambers. Mayor Martin presided.
Martin read aloud a statement explaining that all City meetings will be held in a virtual
format due to the ongoing pandemic. She provided instructions on how members of the
public can participate in the meeting.
I. ROLL CALL
Members present: Albers, Anderson, DesLauriers, Martin, and Pederson.
Members absent: None.
Also present: City Administrator Scott Johnson, Assistant City Administrator Jodi
Gallup, City Attorney Ron Batty, Finance Director Erin Barnhart, City Engineer Jim
Stremel, City Planning Director Dusty Finke, Public Works Director Steve Scherer, and
Public Safety Director Jason Nelson.
II. PLEDGE OF ALLEGIANCE (7:09 p.m.)
III. ADDITIONS TO THE AGENDA (7:09 p.m.)
The agenda was approved as presented.
IV. APPROVAL OF MINUTES (7:10 p.m.)
A. Approval of the July 21, 2020 Special City Council Meeting Minutes
Moved by Martin, seconded by Anderson, to approve the July 21, 2020 special City
Council meeting minutes as presented.
A roll call vote was performed:
Pederson aye
Anderson aye
DesLauriers aye
Albers aye
Martin aye
Motion passed unanimously.
B. Approval of the July 21, 2020 Regular City Council Meeting Minutes
Martin noted that prior to the meeting changes were distributed by staff as suggested by
herself, Anderson and DesLauriers for incorporation into the minutes.
Moved by Martin, seconded by Pederson, to approve the July 21, 2020 regular City
Council meeting minutes as amended.
A roll call vote was performed:
Pederson aye
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Anderson aye
DesLauriers aye
Albers aye
Martin aye
Motion passed unanimously.
V. CONSENT AGENDA (7:12 p.m.)
A. Approve Labor Agreement between Law Enforcement Labor Services, Inc.
and City of Medina
B. Appoint Lisa DeMars to Administrative Assistant to Planning and Public
Works Position
C. Appoint Kaylen Boeddeker to Police Officer Position
D. Authorize Recruitment to Fill Vacant Community Service Officer Position
E. Resolution No. 2020-41 Accepting Resignation of Kerby Nester from the
Planning Commission
The Council and staff thanked Nester for her service on the Planning Commission.
Martin also welcomed the new members of staff.
Anderson applauded Nelson on the hiring of Kaylen Boeddeker, noting that he is
pleased to have a woman joining the department.
Moved by Pederson, seconded by Anderson, to approve the consent agenda.
A roll call vote was performed:
Pederson aye
Anderson aye
DesLauriers aye
Albers aye
Martin aye
Motion passed unanimously.
VI. COMMENTS (7:14 p.m.)
A. Comments from Citizens on Items not on the Agenda
There were none.
B. Park Commission
Scherer reported that the Park Commission met to discuss the CIP and review the
Lennar townhome proposal. He reported that the parks continue to be busy and well
used.
Gallup noted that the Commission will meet next on August 19th. She reported that they
continue to work with the WSB consultant on the park design process.
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C. Planning Commission
Finke reported that the Planning Commission will meet the following week to hold three
public hearings with respect to: Ditter subdivision and land use applications, Conditional
Use Permit for Home Occupation, and the Ordinance related to accessory structures
and shed setbacks.
VII. OLD BUSINESS
A. Hickory Drive Street Improvement Project Levying Special Assessment –
Public Hearing (7:19 p.m.)
Stremel provided background information on the Hickory Drive Street Improvement
Project process, noting that construction occurred primarily in 2019, with the remaining
punch list items completed by June 2020. He reviewed the pre-project conditions as
well as the completed road project elements and stormwater improvements.
DesLauriers commented that the road looks fantastic.
Stremel reviewed the projects costs. He recommended that the Council hold the public
hearing and consider adopting the assessment roll.
Martin opened the public hearing.
No comments made.
Martin closed the public hearing.
1. Resolution No. 2020-42 Adopting Assessment Roll for Hickory
Drive Street Improvement Project
Moved by Anderson, seconded by DesLauriers, to adopt Resolution No. 2020-42
Adopting Assessment Roll for Hickory Drive Street Improvement Project.
A roll call vote was performed:
Pederson aye
Anderson aye
DesLauriers aye
Albers aye
Martin aye
Motion passed unanimously.
B. Brockton Lane Street Improvement Project Levying Special Assessment –
Public Hearing (7:31 p.m.)
Barnhart reported that the project total came in under the budgeted/estimated amount.
She stated that because the City did not have to bond for the project, the assessment
was delayed until this time and the change in cost will be reflected in the lower
assessments. She stated that typically 50 percent of the project is assessed, but the
assessment was dropped to 25 percent because only one side of the road was financed
by Medina.
Martin opened the public hearing.
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No comments made.
Martin closed the public hearing.
1. Resolution No. 2020-43 Adopting Assessment Roll for Brockton
Lane Street Improvement Project
Moved by Anderson, seconded by DesLauriers, to adopt Resolution No. 2020-43
Adopting Assessment Roll for Brockton Lane Street Improvement Project.
A roll call vote was performed:
Pederson aye
Anderson aye
DesLauriers aye
Albers aye
Martin aye
Motion passed unanimously.
VIII. CITY ADMINISTRATOR REPORT (7:36 p.m.)
Barnhart provided an update on CARES Act funds. She stated that there has been a lot
of discussion by cities regarding what would be considered eligible expenses. She
stated that anything directly related to COVID would be an eligible expense but there is
still some question related to payroll expenses. She stated that until there is more
direction, the City is taking the position that public safety payroll expenses will not be
submitted. She stated that the City will begin submitting expenses in September and will
continue to do so monthly. She stated that the City continues to evaluate options for
spending the CARES Act funds and improvements that would be needed at City Hall
related to COVID. She stated that Hennepin County has released a grant program for
small businesses and Medina is encouraging its small businesses to apply. She stated
that for Medina to release funds to small businesses, it would need to have a grant
program in place following the regulations of the CARES Act. She did not think Medina
should have its own grant program because of the CARES Act regulations and due to
the City’s smaller staff. She stated that she will be speaking with finance directors in
neighboring cities to share information and discuss ideas.
Martin commented that for those in the private sector it has seemed that these
regulations are relatively fluid. She asked what the funds available to the City are, when
the funds would need to be expended and for what purposes.
Barnhart replied that the City was allotted $500,711. She stated that she created a
separate investment account for those funds. She stated that the current deadline for
expenditures to be purchased and received is November 15th. She stated that the State
has released lists of eligible expenses and provided details on the reimbursement and
tracking process involved. She reviewed some examples of reimbursed expenses and
noted that some larger cities are running their own small business grant programs. She
stated that Medina is stocking supplies to ensure there is a sufficient supply of masks
and other PPE for the future. She stated that the County and State are helping with
things needed for the elections. She stated that staff has been setup to telecommute,
with the proper equipment and software options being reviewed in case that 100 percent
telecommuting is needed again in the future.
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Martin commented that she appreciates that staff is walking the line conservatively to
ensure that it does not overspend for items for which the City may not be reimbursed
She asked if there is anything that could be done to assist in accommodating in-person
meetings at City Hall. She commented that the building itself is constrained and
therefore was unsure if there are improvements that could be made within the limited
windows for expenditures.
Pederson expressed appreciation to City staff for their thoroughness in preparing City
Hall and staff to continue during COVID.
Anderson agreed that it would be tough to retrofit City Hall to hold in-person meetings.
DesLauriers stated that he too is working in the PPP world and commented that the
reporting has not been finally approved to allow expenses to be submitted in the private
sector. He commented that staff is doing a great job of managing these funds and
encouraged staff to keep up the good work.
Martin commented that in the public sector the decisions are left to the auditors and
therefore the opinions rendered may be much more cautious than those provided in the
private sector.
Albers agreed that it would be best to continue to be conservative and be careful how
those funds are spent to ensure expenses fall within the guidelines.
IX. MAYOR & CITY COUNCIL REPORTS (7:53 p.m.)
No comments.
X. APPROVAL TO PAY THE BILLS (7:54 p.m.)
Moved by Anderson, seconded by Pederson, to approve the bills, EFT 005592E-
005607E for $49,621.79, order check numbers 050468-050526 for $504,111.96, and
payroll EFT 0510380-0510406 for $50,285.90.
A roll call vote was performed:
Pederson aye
Anderson aye
DesLauriers aye
Albers aye
Martin aye
Motion passed unanimously.
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XI. ADJOURN
Moved by Anderson, seconded by Pederson, to adjourn the meeting at 7:56 p.m.
A roll call vote was performed:
Pederson aye
Anderson aye
DesLauriers aye
Albers aye
Martin aye
Motion passed unanimously.
__________________________________
Kathleen Martin, Mayor
Attest:
____________________________________
Jodi M. Gallup, City Clerk