HomeMy Public PortalAbout10.01.2019 Complete Meeting Packet Posted 9/26/2019 Page 1 of 1
AGENDA FOR THE REGULAR MEETING
OF THE MEDINA CITY COUNCIL
Tuesday, October 1, 2019
7:00 P.M.
Medina City Hall
2052 County Road 24
I. CALL TO ORDER
II. PLEDGE OF ALLEGIANCE
III. ADDITIONS TO THE AGENDA
IV. APPROVAL OF MINUTES
A. Minutes of the September 17, 2019 Work Session
B. Minutes of the September 17, 2019 Regular Council Meeting
V. CONSENT AGENDA
A. Schedule a Special Meeting on November 5, 2019 at 1 p.m. for Fall Business Tours
B. Resolution Amending the 2019 Appointments and Designations to Various City Services,
Authorities, Commissions, and Agencies
C. Approve Field Conversion and Irrigation Installation Services Agreement with Sam’s Lawn
Landscaping & Property Maintenance
D. Resolution Accepting Donation from the Hamel Athletic Club
E. Resolution Designating Polling Places for Elections Held in Medina in 2020
F. Resolution Accepting Donations for Medina Celebration Day
VI. COMMENTS
A. From Citizens on Items Not on the Agenda
B. Park Commission
C. Planning Commission
VII. NEW BUSINESS
A. Chippewa Road and Arrowhead Drive Visioning Study – Concept Update
VIII. CITY ADMINISTRATOR REPORT
IX. MAYOR & CITY COUNCIL REPORTS
X. APPROVAL TO PAY BILLS
XI. ADJOURN
Meeting Rules of Conduct:
• Fill out and turn in white
comment card
• Give name and address
• Indicate if representing a group
• Limit remarks to 3-5 minutes
MEMORANDUM
TO: Medina City Council
FROM: Scott Johnson, City Administrator
DATE OF REPORT: September 26, 2019
DATE OF MEETING: October 1, 2019
SUBJECT: City Council Meeting Report
V. CONSENT AGENDA
A. Schedule a Special Meeting on November 5, 2019 at 1 p.m. for Fall Business Tours – Staff
recommends approval to schedule the fall business tours on Tuesday, November 5th
beginning at 1 p.m.
No attachments for this item.
B. Resolution Amending the 2019 Appointments and Designations to Various City Services,
Authorities, Commissions, and Agencies – At the September 17th City Council Work
Session, the City Council directed staff to amend the appointments/designations resolution
to establish a hierarchy of City Council members to declare an emergency in the Mayor’s
absence. Staff recommends approval.
See attached resolution.
C. Approve Field Conversion and Irrigation Installation Services Agreement with Sam’s
Lawn Landscaping & Property Maintenance – The Hamel Athletic Club (HAC) has
requested to turn Quad #4 into an official Little League Field with an irrigated grassed in-
field. The addition of this field will allow HAC to host future Little League tournaments.
The Park Commission reviewed this request on September 18th and has recommended
approval. HAC will donate the entire cost of this project.
See attached memo, draft park commission minutes, and agreement.
D. Resolution Accepting Donation from the Hamel Athletic Club – Staff recommends
approval of the resolution accepting a donation from the Hamel Athletic Club to complete
the field improvement projects noted above.
See attached resolution.
E. Resolution Designating Polling Places for Elections Held in Medina in 2020 – State law
requires the City Council to pass a resolution each year to designate polling places for the
following year. Staff recommends approval of the resolution designating the Hamel
Community Building and City Hall as our official polling places for elections held in 2020.
See attached resolution.
2
F. Resolution Accepting Donations for Medina Celebration Day – Staff recommends approval
of the resolution accepting donations for Medina Celebration Day.
See attached resolution.
VII. NEW BUSINESS
A. Chippewa Road and Arrowhead Drive Visioning Study – Concept Update – The primary
goal of the Chippewa Road and Arrowhead Drive Visioning Study is to develop a cohesive
plan that can be provided to property owners, developers, and other stakeholders which
guide the transportation needs, right-of-way, public utilities, and other parameters within
this corridor. City Engineer Jim Stremel will provide an update on the concept plan and
discussions with MnDOT to seek City Council input prior to the October 15th open house.
See attached memo and layout.
XI. APPROVAL TO PAY BILLS
Recommended Motion: Motion to approve the bills, EFT 005239E-005252E for $51,225.58
and order check numbers 049334-049371 for $110,324.82 and payroll EFT 0509714-0509740
for $52,542.57.
INFORMATION PACKET:
• Planning Department Update
• Police Department Update
• Public Works Department Update
• Claims List
Medina City Council Special Meeting Minutes 1
September 17, 2019
MEDINA CITY COUNCIL SPECIAL MEETING MINUTES OF
SEPTEMBER 17, 2019 - DRAFT
The City Council of Medina, Minnesota met in special session on September 3, 2019 at
6:00 p.m. at the Medina City Hall, 2052 County Road 24, Medina, MN.
I. Call to Order
Members present: Martin, Albers, Anderson, DesLauriers, Pederson
Members absent:
Also present: City Administrator Scott Johnson, Public Works Director Steve
Scherer, Finance Director Erin Barnhart, Sergeant Jason Nelson, Public Safety Director
Ed Belland, Assistant City Administrator Jodi Gallup, and City Planning Director Dusty
Finke
II. Emergency Management Table-Top Exercise for Council and Staff
Public Safety Director Ed Belland provided the City Council with a review of emergency
management for the City of Medina. Chief Belland discussed the history of the program,
situations for the plan, the roles/responsibilities for Council and staff, and the role of the
Mayor with emergency declarations.
Staff was directed to update the appointments resolution to include the Public Safety
Liaison as the third in-line and the remaining Council Members would be listed by
seniority to make emergency declarations in case the Mayor and other Council Members
are not available.
Sergeant Jason Nelson discussed a table top emergency management exercise with the
City Council. The scenario centered on a fictional pipeline being installed in Medina. A
few hundred protesters would then attend the City Council to voice their opposition. The
City Council discussed the key issues involved with this scenario. Council discussed
how public comment would be handled, capacity of the council space, security, and
disruptions to the public meeting.
Council discussed the possibility of holding special meetings to hold listening sessions.
Further, Council discussed the possibility of sitting down and discussing issues with
group leaders if appropriate. Chief Belland agreed to e-mail copies of the emergency
management plan to the City Council.
III. Adjournment
Martin closed the meeting at 6:59 p.m.
_________________________
Kathleen Martin, Mayor
Attest:
____________________________
Jodi M. Gallup, City Clerk
Medina City Council Meeting Minutes 1
September 17, 2019
DRAFT 1
2
MEDINA CITY COUNCIL MEETING MINUTES OF SEPTEMBER 17, 2019 3
4
The City Council of Medina, Minnesota met in regular session on September 17, 2019 at 5
7:00 p.m. in the City Hall Chambers. Mayor Martin presided. 6
7
I. ROLL CALL 8
9
Members present: Albers, Anderson, DesLauriers, Martin, and Pederson. 10
11
Members absent: None. 12
13
Also present: City Administrator Scott Johnson, Assistant City Administrator Jodi 14
Gallup, City Attorney Ron Batty, City Engineer Jim Stremel, City Planning Director Dusty 15
Finke, Public Works Director Steve Scherer, and Chief of Police Ed Belland. 16
17
II. PLEDGE OF ALLEGIANCE (7:00 p.m.) 18
19
III. ADDITIONS TO THE AGENDA (7:00 p.m.) 20
The agenda was approved as presented. 21
22
IV. APPROVAL OF MINUTES (7:01 p.m.) 23
24
A. Approval of the September 3, 2019 Special City Council Meeting Minutes 25
Martin stated that she submitted proposed changes to be incorporated. 26
27
Moved by Anderson, seconded by Albers, to approve the September 3, 2019 special 28
City Council meeting minutes as amended. Motion passed unanimously. 29
30
B. Approval of the September 3, 2019 Regular City Council Meeting Minutes 31
Martin noted that she and Anderson submitted proposed changes to be incorporated. 32
33
Moved by Anderson, seconded by Albers, to approve the September 3, 2019 regular 34
City Council meeting minutes as amended. Motion passed unanimously. 35
36
V. CONSENT AGENDA (7:02 p.m.) 37
38
A. Authorize to Begin Recruitment for Police Officer Position 39
B. Approve Postage Meter Lease Agreement with Great America Financial 40
Services Corporation and Postage Meter Equipment Maintenance 41
Agreement with American Mailing Machines 42
C. Approve Managed Services Agreement with Tegrete 43
D. Ordinance No. 650 Regarding Residential Setbacks and Encroachments; 44
Amending Chapter 8 of the City Code 45
E. Resolution No. 2019-55 Authorizing Publication of Ordinance Regarding 46
Residential Setbacks and Encroachments by Title and Summary 47
F. Resolution No. 2019-56 Granting Approval of a Conditional Use Permit to 48
Tim and Megan Elam for Five Accessory Structures at 1582 Homestead 49
Trail 50
Medina City Council Meeting Minutes 2
September 17, 2019
G. Resolution No. 2019-57 Granting Conditional Use Permit and Variance to 1
Tim and Megan Elam for an Accessory Dwelling Unit at 1582 Homestead 2
Trail 3
Moved by Pederson, seconded by Anderson, to approve the consent agenda. Motion 4
passed unanimously. 5
6
VI. COMMENTS (7:03 p.m.) 7
8
A. Comments from Citizens on Items not on the Agenda 9
Conrad Miller, 2475 Holy Name Drive, stated that there is a problem with the field tile 10
that was installed many years ago. He explained that when his neighbor’s sump pump 11
kicks on it empties into the catch basin on his property. He stated that the neighbor had 12
a contractor complete work the previous year and now the water is not draining down to 13
the lake. He asked if the City could assist in this situation because the City permitted the 14
neighbor to complete the activity with his contractor. He stated that he has attempted to 15
work with the neighbor. 16
17
Johnson commented that Finke and Scherer have been working on this matter. 18
19
Scherer stated that he believed that the neighbors to the south of Mr. Miller were also 20
having drainage problems. He stated that the water does empty to the catch basin on 21
Holy Name but was unsure where the water goes from that point. He stated that the 22
neighbors had standing water in their yard and wanted to repair the tile. He was unsure 23
of the permitting process or the work that was done but noted that those neighbors did 24
not appear to have water in their yard now. He confirmed that the City’s portion of the 25
drainage system is functioning. 26
27
Martin commented that this seems to be a private matter and if resolution cannot be 28
reached between the two parties, Mr. Miller should perhaps consult legal counsel to 29
determine if there would be other rights that could be pursued. She commented that 30
there would not be much that the Council could do as there is not an ordinance that 31
would regulate that type of activity. 32
33
B. Park Commission 34
Scherer reported that the Park Commission will meet the following night to hear a 35
proposal from the Hamel Athletic Club to convert a quad four baseball field to a 36
regulation little league field. He stated that the Association has a growing youth 37
population and the City attempts to work together with the Association in order to fully 38
utilize the park and meet demands. 39
40
C. Planning Commission 41
Finke reported that the Planning Commission did not meet in September because of a 42
lack of items to consider but noted that there are applications in the works that would 43
most likely be considered at the October meeting. 44
45
VII. PRESENTATIONS 46
47
A. Resolution No. 2019-58 Recognizing Fidel (Dell) Theis for 45 Years of 48
Dedicated Service to the Hamel Volunteer Fire Department as he Retires 49
(7:15 p.m.) 50
Medina City Council Meeting Minutes 3
September 17, 2019
Moved by Anderson, seconded by DesLauriers, to Adopt Resolution No. 2019-58 1
Recognizing Fidel (Dell) Theis for 45 Years of Dedicated Service to the Hamel Volunteer 2
Fire Department as he Retires. Motion passed unanimously. 3
4
Martin read aloud the resolution recognizing Dell Theis for his 45 years of dedicated 5
service to the Hamel Volunteer Fire Department. She presented the resolution to Dell 6
Theis, thanked him for his service to the community, and wished him well in his 7
retirement. 8
9
VIII. NEW BUSINESS 10
11
A. Sonja and Chris Graham – Lot Combination – 4072 Hamel Road (7:19 p.m.) 12
Finke presented a request to combine two lots located along Hamel Road. He stated 13
that these are substandard lots and although the combination would not bring them into 14
compliance, they would be closer to compliance. He stated that generally the City has 15
supported these types of combinations in order to increase buildability and bring the lots 16
closer to compliance. He recommended approval of the lot combination and adoption of 17
the resolution, noting a correction in the title of the resolution to add “Block 1”. 18
19
1. Resolution No. 2019-59 Approving a Lot Combination of Lots 1 and 2, 20
Block 1, Boyer Acres 21
Moved by Anderson, seconded by Albers, to Adopt Resolution No. 2019-59 Approving a 22
Lot Combination of Lots 1 and 2, Block 1, Boyer Acres. 23
24
Further discussion: Pederson stated that before the combination there would be two 25
unbuildable lots and this combination would then create a buildable lot. He asked if this 26
is how the activity typically occurs. 27
28
Finke replied that the City never reviewed or had reason to review whether the lots were 29
independently buildable. He stated that even if a lot is substandard, the zoning code 30
would allow that to be buildable under certain circumstances. 31
32
Motion passed unanimously. 33
34
B. Willow/Highway 55 Regional Lift Station Project (7:23 p.m.) 35
Johnson stated that this project has been included in the Capital Improvement Plan 36
based on the proposed development within the 2040 Comprehensive Plan, noting that 37
Adams Pest Control is a driving force in this project. He stated that the next step would 38
be for the Council to authorize the preparation of a feasibility report, should the Adams 39
Pest Control project continue to move forward. 40
41
Martin asked if the approval would be contingent upon Adams Pest Control coming 42
forward with a more concrete development proposal. 43
44
Johnson confirmed that to be true. 45
46
Anderson stated that he did not see that caveat listed in the case. 47
48
Johnson confirmed that the language is included in the proposed action and noted that 49
additional specification from the City Council could be included with the motion. 50
51
Medina City Council Meeting Minutes 4
September 17, 2019
Stremel displayed a map, noting that the proposal has been split into two phases: 1
feasibility and then design. He stated that the City would want to be in the position to 2
move forward, should that be needed. He stated that in having the feasibility report 3
prepared, that would allow the City to move forward in the spring when the bidding 4
climate would be ideal. He explained the regional elements of the project and the 5
phasing that could occur in order to support present day needs as well as future needs. 6
He provided additional details on the different piping that currently exists and is shown 7
on the map, noting that it is yet to be determined on which areas would be served by the 8
lift station and which by gravity sewer. He explained that the feasibility report would 9
identify the areas that would be served by the lift station. 10
11
Finke explained that it is the intention of staff to complete the feasibility report regardless 12
of the progress of the developments within the project area as the report will provide 13
information to the City to better plan for future development and infrastructure. He 14
confirmed that there are available funds in the sewer fund. 15
16
Stremel stated that the lift station location would be identified in the feasibility report as 17
well, to help provide cost information for future budgeting purposes. 18
19
Pederson asked if there is one business in that area that currently uses a mound system 20
and asked if that business would be asked to connect to this service. 21
22
Finke stated that there are no ordinances in place at this time that would mandate 23
connection of that property. He stated that the proposed action tonight would simply be 24
to move forward with the scope related to the lift station. 25
26
DesLauriers asked the cost of the feasibility report. 27
28
Stremel provided clarification, noting that the feasibility report would move forward first 29
and would be brought back to the Council for review later this year when the decision 30
could be made whether to move forward on the design. He recommended that the soil 31
borings and geotechnical analysis occur in conjunction with the feasibility report. 32
33
Anderson asked if the Council is committing to the entire amount by committing to the 34
feasibility report. 35
36
Johnson explained that this requested action would only be for the feasibility report and 37
geotechnical analysis. He noted that the Council can then decide in the future whether 38
to move forward with the design stage. 39
40
Anderson referenced a previous discussion related to Adams Pest Control. He asked if 41
the Council wants to move forward on this as it is not yet known if that project will move 42
forward. 43
44
Scherer explained that the feasibility report is a planning tool that can continue to be 45
used by the City. 46
47
Anderson asked if Johnson should approach Adams Pest Control to let them know that 48
the City is moving forward with this. 49
50
Johnson stated that the business owner is aware that the City is taking this step. 51
Medina City Council Meeting Minutes 5
September 17, 2019
1
Moved by Anderson, seconded by Albers, to consider the proposal from WSB for 2
engineering services and authorize preparation of feasibility report, soil borings and 3
geotechnical analysis contingent upon staff direction. Motion passed unanimously. 4
5
C. Public Safety Director Succession Planning (7:36 p.m.) 6
Johnson stated that he received a letter from Belland dated September 12th notifying the 7
City of his impending retirement on March 31, 2020. 8
9
Gallup reviewed the proposed timeline for the Public Safety Director succession plan 10
which would begin with an internal posting. She asked the Council to adopt the 11
resolution accepting Belland’s retirement letter, direct staff to begin the recruitment 12
process, and approve the Public Safety Director job description. 13
14
Pederson commended staff for the excellent layout of this plan. 15
16
Albers referenced the proposed interview panel, noting that while he understands the 17
intent of everyone to hear the same message, it is sometimes good to have multiple 18
interview sessions. He asked if the Council would be interested in splitting those 19
interview sessions into two, one composed of the Council and the other of City staff. 20
21
Martin stated that she would like to hear what happens in the second session with City 22
staff and noted that perhaps a member of the Council could sit in on that session. 23
24
Johnson noted that typically the panels would be interviewing different candidates at the 25
same time. 26
27
Martin asked if the City has a scoresheet that would be used. 28
29
Johnson confirmed the City has a scoresheet that would be used for the process. 30
31
Martin stated that perhaps that scoresheet could be reviewed prior to the interviews. 32
33
DesLauriers stated that he would agree with two panels. 34
35
Albers asked how long the interviews would be. 36
37
Johnson replied that typically an interview for this position would run about an hour. 38
39
DesLauriers stated that an hour may not be enough time. 40
41
Anderson stated that perhaps if the interview session is going to be 90 or 120 minutes, 42
then perhaps only one interview be done per day to ensure that the panel remains fresh. 43
He stated that while he does sympathize with the thought of having two panels, he also 44
appreciates the ability for Council to be included on both panels. He stated that perhaps 45
the panels be mixed with City staff and Council. 46
47
Pederson stated that he also likes the idea of splitting the panels. 48
49
Johnson noted that the interviews would need to be noticed as a public meeting if a 50
majority of the City Council attends, even if Councilmembers are just listening. 51
Medina City Council Meeting Minutes 6
September 17, 2019
1
Batty noted that the details for calling a public meeting can be worked out once the 2
preferable option is decided upon. 3
4
Albers stated that he also likes the idea of splitting the panels into two with Council 5
members on each panel as there would be a different perspective from two different 6
groups. 7
8
Anderson agreed that the Council could come back together after the interviews to hold 9
discussion. 10
11
Pederson asked how Johnson was interviewed. 12
13
Johnson replied that he met with Council panels and also a staff panel. 14
15
Anderson asked if there would be one round of interviews or a series of interviews 16
leading to the panel. 17
18
Johnson stated that it would be dependent on the number of applicants. 19
20
DesLauriers stated that the way the job description is written it would appear only one 21
internal candidate would be qualified. 22
23
Johnson noted that the job description would open up the possibility for more internal 24
candidates. 25
26
Gallup reviewed the minimum qualifications that would be necessary. 27
28
DesLauriers asked how many internal candidates would then be considered qualified, 29
given the requirements. 30
31
Belland estimated that about four or five internal candidates would meet those 32
requirements. 33
34
1. Resolution No. 2019-60 Accepting Ed Belland’s Resignation 35
Moved by Martin, seconded by Anderson, to Adopt Resolution No. 2019-60 Accepting 36
Ed Belland’s Resignation. Motion passed unanimously. 37
38
Moved by Anderson, seconded by Pederson, to direct staff to begin recruitment process 39
and appointing Albers and DesLauriers to work with staff on the process. Motion 40
passed unanimously. 41
42
Anderson stated that perhaps there were changes that Albers and DesLauriers 43
recommended in the process with staff and asked if further amendment could be made if 44
needed. 45
46
Johnson confirmed that additional amendment could be made, if recommended by 47
Albers and DesLauriers, and could be brought back to the Council. 48
49
Moved by Anderson, seconded by Pederson, to approve Public Safety Director job 50
description. Motion passed unanimously. 51
Medina City Council Meeting Minutes 7
September 17, 2019
1
Albers noted that he will be out of the country this weekend for a work obligation and will 2
not be back until October 4th. 3
4
Gallup commented that the application deadline would be October 9th and therefore that 5
would not be an issue. 6
7
IX. CITY ADMINISTRATOR REPORT (7:53 p.m.) 8
Johnson stated that staff is requesting to hold the business tours on November 5th and 9
asked if that date would work for the majority of the Council. He stated the regular 10
Council meeting for that week would be held on November 6th rather than November 5th. 11
12
DesLauriers and Martin commented that they would most likely would not be able to 13
attend at that time. 14
15
Johnson confirmed that businesses have not yet been lined up. He noted that after that 16
date, travel plans for the holidays begin to interfere with possible dates. 17
18
It was noted that Martin and DesLauriers would most likely be able to attend in the 19
afternoon. The business tour was scheduled for November 5th at 1:00 p.m. 20
21
Johnson stated that staff is proposing to hold the open house for the 22
Arrowhead/Chippewa corridor study at the worksession on October 15th. He asked for 23
the Council to call for the worksession to start at 5:00 p.m. rather than 6:00 p.m. on that 24
date. 25
26
Moved by Martin, seconded by Albers, to call for a special meeting on October 15, 2019 27
at 5:00 p.m. Motion passed unanimously. 28
29
Belland provided an update on recent break-ins in the Cherry Hill neighborhood. He 30
stated that there were a couple of break-ins over the weekend in that area but did not 31
believe that those incidents were connected to the previous burglary ring activity earlier 32
this summer. Residents were reminded to lock their vehicles and homes. 33
34
X. MAYOR & CITY COUNCIL REPORTS (7:58 p.m.) 35
Anderson noted that he attended the Northwest Hennepin County Mayors dinner the 36
previous week, noting that the group is now up to 14 cities attending. 37
38
Pederson commented that he attended the Loretto Fun Days, which was a fun event 39
with great fireworks. 40
41
Martin commented that she DesLauriers, Belland, Barnhart and Johnson attended the 42
Hamel Fire Department Transition Study meeting the previous week. 43
44
DesLauriers stated that he believed the meeting provided full disclosure and was a good 45
start. 46
47
XI. APPROVAL TO PAY THE BILLS (8:01 p.m.) 48
Moved by Anderson, seconded by Pederson, to approve the bills, EFT 005218E-49
005238E for $61,924.72 and order check numbers 049263-049333 for $413,451.33 and 50
payroll EFT 0509682-0509713 for $53,599.93. Motion passed unanimously. 51
Medina City Council Meeting Minutes 8
September 17, 2019
1
XII. ADJOURN 2
Moved by Anderson, seconded by DesLauriers, to adjourn the meeting at 8:02 p.m. 3
Motion passed unanimously. 4
5
6
__________________________________ 7
Kathleen Martin, Mayor 8
Attest: 9
10
____________________________________ 11
Jodi M. Gallup, City Clerk 12
Resolution No. 2019-
October 1, 2019
Member _______ introduced the following resolution and moved its adoption:
CITY OF MEDINA
RESOLUTION NO. 2019-
AMENDING THE 2019 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 amends the 2019 appointments and designations listed on Exhibit A.
Dated: October 1, 2019.
______________________________
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.
Agenda Item # 5B
Exhibit A
Council Office/Liaisons 2019 Appointment(s)
Acting Mayor Jeff Pederson
Public Safety Liaison Dino DesLauriers
Public Works Liaison Jeff Pederson
Planning & Zoning Liaison Todd Albers
Parks Liaison John Anderson
Administration Liaison Kathleen Martin
Mayor's Emergency Declaration (Hierarchy of City Council to
declare emergency in Mayor's absence)
1. Kathleen Martin
2. Jeff Pederson
3. Dino DesLauriers
4. John Anderson
5. Todd Albers
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.
Fire Marshal Todd Geske
Metro West Inspection (alternate)
IT Cipher Laboratories
(Mike Brocco)
Planning Consultant Northwest Associated Consultants,
Inc.
Prosecuting Attorney Tallen & Baertschi
(Steve Tallen)
City Staff
City Clerk Jodi Gallup
City Treasurer Erin Barnhart
Human Resource Officers Scott Johnson
Jodi Gallup
Data Compliance Officials Jodi Gallup
Ed Belland - 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 Peterson (alternate)
Resolution No. 2019-
October 1, 2019 1
Exhibit A
City Committee, Agency, Commission Representatives
Communities in Collaboration Council Ed Belland
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 Jeff Pederson
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)
Mike McLaughlin
Pat Wulff (1st alternate)
Scott Johnson (2nd alternate)
Uptown Hamel Inc. (Business Assn.) (third Tuesday @ Noon,
location changes)
Jeff Pederson
Scott Johnson (alternate)
Weed and Tree Inspector Steve Scherer
Designation of Official Depositories & Investment of Idle Funds
Farmers State Bank of Hamel
21st Century Bank of Loretto
Citigroup/Smith Barney
MBIA Voyageur Asset
Management Inc./(4M) Fund
RBC Dain Rauscher, Inc.
Designation of Official City Legal Newspaper Crow River News
Resolution No. 2019-
October 1, 2019 2
1
TO: Medina City Council
FROM: Jodi Gallup, Assistant City Administrator
DATE: October 1, 2019
RE: Quad # 4 Field Conversion and Irrigation Installation
The Hamel Athletic Club has requested that the Quad # 4 softball field be turned into an
official Little League Field with an irrigated grassed in-field to slow the ball down for the
kids. The Park Commission recommended approval of the request at their September 18,
2019 meeting with the condition the funds would be donated by the Hamel Athletic Club.
The City has received a quote for the work from Sam’s Lawn Landscaping & Property
Maintenance, who has previously done field improvements for us in Hamel Legion Park.
The Hamel Athletic Club has agreed to donate the entire costs for these field
improvements in the amount of $13,750. Staff recommends accepting the donation from
the Hamel Athletic Club and approving the agreement with Sam’s Lawn Landscaping &
Property Maintenance.
Recommended Motions
Motion to adopt resolution accepting the donation from the Hamel Athletic Club
Motion to approve field conversion and irrigation installation services agreement with
Sam’s Lawn Landscaping & Property Maintenance
MEMORANDUM
Agenda Items # 5C & 5D
Medina Park Commission Meeting Minutes - DRAFT
September 18, 2019
Medina City Hall
Page 1 of 2
The Park Commission of Medina, Minnesota met in regular session on September 18, 2019 at
7:00 p.m. at Medina City Hall. Park Commission Vice Chair Ann Thies presided.
1) Call to Order
Commissioners Present: Ann Thies, John Jacob, Terry Sharp, Mary Morrison
Commissioners Absent: Steve Lee, Elizabeth Weir, Jeff Rumsey
Also Present: Public Works Director Steve Scherer, Assistant City
Administrator Jodi Gallup, City Council member John
Anderson
2) Additions to the Agenda: None
3) Approval of the Minutes from:
August 21, 2019 Regular Meeting
A motion was made by Jacob and seconded by Sharp to approve the minutes from August
21, 2019 as presented. Motion passed unanimously.
4) Public Comments (on items not on the agenda): None.
5) City Council Update
Anderson provided an update to the Park Commission on recent City Council actions.
6) Hamel Athletic Club Request – Quad 4 Field Improvements
Mike Kneller with the Hamel Athletic Club presented a request for field improvements to
convert the Quad # 4 Field in Hamel Legion Park to a regulation Little League Field. He
explained that these improvements would involve converting the field to a grassed infield
with irrigation.
Kneller stated that the Hamel Athletic Club has ambitions to host a District 1 tournament.
Currently, Hamel Legion Park has two grassed infields and with the addition of one more
field, they will have a total of three fields to host a tournament. He stated that this
improvement to the field complex will make the Hamel Athletic Club program more
desirable for kids that are 9-12 years old.
The Park Commission questioned the purpose of installing a grassed infield vs. leaving
the infield with ag lime. Kneller stated that the grass slows the ball down, which is more
desirable for Little League.
Medina Park Commission Meeting Minutes - DRAFT
September 18, 2019
Medina City Hall
Page 2 of 2
The Park Commission questioned if grassing the infield will limit the ability of other
teams to utilize this field. It was noted that the fields are mainly used for Little League
with the fields being used as a backup location for one softball tournament each spring. If
this project moves forward, the park will have three Little League fields, two softball
fields, and one regulation baseball field.
The Park Commission questioned the additional maintenance requirements for a grassed
infield. Scherer stated that the infield would need to be mowed and irrigated. He also
stated that the fields need to be graded around the 1st and 3rd base line every few years to
fix the edges, which is required on all the fields.
Kneller stated that the Hamel Athletic Club would be responsible for purchasing a cover
for the clay mound and repairing the clay mound as needed.
Kneller stated that the Hamel Athletic Club has received a quote from the same
installation contractor, Sam’s Lawn Landscaping, that has installed the other grassed
infields in the park. He recommended using this contractor for efficiency and system
continuity. He stated that the Hamel Athletic Club is willing to fund the improvements to
this field at 100% of the cost, which is $13,750.
A motion was made by Jacob, seconded by Sharp to recommend approval of the Quad #
4 field conversion and irrigation installation agreement with Sam’s Lawn Landscaping
and to accept the donation from the Hamel Athletic Club for this project. Motion passed
unanimously.
7) Staff Report
• General Items – Gallup reminded the Park Commissioners that Medina
Celebration Day will be held on Saturday, September 21st. Sharp and Thies
confirmed they will be at the event to promote Medina’s parks and trails and
educate residents on the Municipal Park Fund.
8) Adjourn
A motion was made by Sharp, seconded by Morrison and passed unanimously, to adjourn
the meeting.
The meeting was adjourned at 7:37 p.m. Minutes prepared by Jodi Gallup
1
FIELD CONVERSION & IRRIGATION INSTALLATION SERVICES AGREEMENT
This Agreement is made this 1st day of October 2019, by and between Sam’s Lawn
Landscaping & Property Maintenance, P.O. Box 848, Wayzata, MN 55391, a Minnesota corporation
(the “Contractor”) and the city of Medina, a Minnesota municipal corporation (the “City”).
Recitals
1. The City has been authorized to enter into a contract for field conversion and irrigation
installation services; and
2. The City has approved the contract for field conversion and irrigation installation services
with the Contractor; and
3. The parties wish to define the scope of services and terms of their agreement.
NOW, THEREFORE, the City and the Contractor agree as follows:
Terms
1.0 SCOPE OF SERVICES. The Contractor will perform field conversion and irrigation
installation for the City on Quad # 4 field in Hamel Legion Park as outlined in the Exhibit A.
2.0. TERM. The term and prices of this contract shall remain in effect from October 1, 2019
until November 1, 2019, or until such later date as may be mutually agreed upon.
3.0 COMPENSATION. The City shall compensate the Contractor upon completion of the work
and submitting an invoice for services. The City shall compensate the Contractor a total of
$13,750.00 to furnish material and labor to complete the field conversion and irrigation
installation services as described in section 1.0 Scope of Services.
3.01 The Contractor shall pay for all licenses and permits. These costs shall be
included in the bid cost. The City is exempt from sales tax.
4.0 INDEPENDENT CONTRACTOR.
4.01 Both the Contractor and the City acknowledge and agree that the Contractor
is an independent contractor and not an employee of the City. Any employee or subcontractor
who may perform services for the Contractor in connection with this Agreement is also not
an employee of the City. The Contractor understands that the City will not provide any
benefits of any type in connection with this Agreement, including but not limited to health or
medical insurance, worker’s compensation insurance and unemployment insurance, nor will
the City withhold any state or federal taxes, including income or payroll taxes, which may be
payable by the Contractor.
4.02 The Contractor will supply and use its own equipment and tools to complete
the services under this Agreement.
2
4.03 The Contractor acknowledges that any general instruction it receives from
the City has no effect on its status as an independent contractor.
4.04 The Contractor will be responsible to coordinate all utility locations, private
and public, on the site before excavation begins.
5.0 INSURANCE. The Contractor will maintain adequate insurance to protect itself and the City
from claims and liability for injury or damage to persons or property for all work performed by the
Contractor and its respective employees or agents under this Agreement. The Contractor shall name
the City as an additional insured under its commercial general liability policy in limits acceptable to
the City. Prior to performing any services under this Agreement, the Contractor shall provide
evidence to the City that acceptable insurance coverage is effective.
6.0 WORKER’S COMPENSATION.
6.01 The Contractor will comply with the provisions of the Minnesota worker’s
compensation statute as an independent contractor before commencing work under this
Agreement.
6.02 The Contractor will provide its own worker’s compensation insurance and will
provide evidence to the City of such coverage before commencing work under this
Agreement.
7.0 INDEMNIFICATION. The Contractor will hold harmless and indemnify the City, its
officers, employees, and agents, against any and all claims, losses, liabilities, damages, costs and
expenses (including defense, settlement, and reasonable attorney’s fees) for claims as a result of
bodily injury, loss of life, property damages and any other damages arising out of the Contractor’s
performance under this Agreement.
8.0 APPLICABLE LAW. The execution, interpretation, and performance of this Agreement will,
in all respects, be controlled and governed by the laws of Minnesota.
9.0 ASSIGNMENT. The Contractor may not assign this Agreement or procure the services of
another individual or company to provide services under this Agreement without first obtaining the
express written consent of the City.
10.0 ENTIRE AGREEMENT; AMENDMENTS. This Agreement constitutes the entire
Agreement between the parties, and no other agreement prior to or contemporaneous with this
Agreement shall be effective, except as expressly set forth or incorporated herein. Any purported
amendment to this Agreement is not effective unless it is in writing and executed by both parties.
11.0 NO WAIVER BY CITY. By entering into this Agreement, the City does not waive its
entitlement to any immunity under statute or common law.
12.0 TERMINATION. Either party may terminate this Agreement at any time, for any reason. If
the contract is terminated early, the City will pay a prorated fee for the services performed to date in
that calendar year.
3
IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year
written above.
CITY OF MEDINA
By _____________________________
Kathleen Martin, Mayor
By ______________________________
Scott Johnson, City Administrator
SAM’S LAWN LANDSCAPING & PROPERTY MAINTENANCE
(CONTRACTOR)
By ______________________________
Print Name:
1
P.O. Box 848 Wayzata, MN 55391
Office 763-478-0200
Fax 763-478-0300
www.samslandscape.com
Project Quote
Date: 09/11/2019
Project: Hamel Baseball Association-2019 Field Work
Submitted To: Dan Kelly
Quad field area: conversion of 1 field
1: Site Layout
2: Mobilization of our equipment.
3: Removal of existing ag-lime from outside 1st & 3rd base lines to dugouts, behind home plate and existing grass line.
4: Removal of ag-lime & grass to gain proper radius on line from outfield to infield behind base lines.
5: Removal of ag-lime from infield area
6: Construct clay based pitching mound with Red-Clay topdressing
7: Import heavy topsoil/clay mixture.
8: Grade and Compact imported soil to proper grades in excavated areas.
9: Install and fine grade screened topsoil (top dressing for hand grading).
10: Install sod in graded area’s (starter fertilizer included).
11: Restoration of damaged area used for access (seed).
$10,500.00
Irrigation:
1: Connection to existing mainline
2: Extend irrigation mainline with control wire to inside field fence
3: Install turf watering zones as needed for complete coverage of new turf infield & dugout baseline areas), does not
include outfield turf
4: Program and adjust as needed for connection to existing control center.
$3,250.00
Ben Vandeputte
Project Manager / Estimator
612-267-5253 cell
Exhibit A
Resolution No. 2019-
October 1, 2019
Member ________ introduced the following resolution and moved its adoption:
CITY OF MEDINA
RESOLUTION NO. 2019-
RESOLUTION ACCEPTING DONATION FROM HAMEL ATHLETIC CLUB
WHEREAS, The Hamel Athletic Club has generously offered to donate a check in the
amount of $13,750.00 (the “Donation”) to the city of Medina (the “City”); and
WHEREAS, the Donation will be dedicated to the City’s Municipal Park Fund to convert
quad field # 4 to a grassed in-field and install irrigation in Hamel Legion Park; and
WHEREAS, the City wishes to accept the Donation and express its gratitude to the Hamel
Athletic Club 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 the Hamel Athletic Club.
Dated: October 1, 2019.
____________________________________
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. 2019-
October 1, 2019
Member _______ introduced the following resolution and moved its adoption:
CITY OF MEDINA
RESOLUTION NO. 2019-
RESOLUTION DESIGNATING POLLING PLACES
FOR ELECTIONS HELD IN MEDINA IN 2020
WHEREAS, Minnesota Statutes 204B.16, subd.1 requires the City Council, by ordinance
or resolution, to designate polling places by December 31 of each year for the upcoming year; and
WHEREAS, changes to the polling place locations may be made at least 90 days before
the next election if one or more of the authorized polling places becomes unavailable for use; and
WHEREAS, changes to the polling place locations may be made in the case of an
emergency when it is necessary to ensure a safe and secure location for voting; and
NOW, THEREFORE, BE IT RESOLVED by the city council of the city of Medina that the city
of Medina designates the following polling places for elections conducted in the city in 2020:
Precinct 1A shall be: Medina City Hall
2052 County Road 24
Medina, MN 55340
Precinct 1B shall be: Hamel Community Building
3200 Mill Drive
Medina, MN 55340
AND BE IT FURTHER RESOLVED, that the city clerk is hereby authorized to designate a
replacement location meeting the requirements of the Minnesota Election Law for any polling
place designated in this Resolution that becomes unavailable for use by the City;
AND BE IT FURTHER RESOLVED, that the city clerk is hereby authorized to designate an
emergency replacement polling place meeting the requirements of the Minnesota Election Law
for any polling place designated in this Resolution when necessary to ensure a safe and secure
location for voting;
AND BE IT FURTHER RESOLVED, that the city clerk is directed to send a copy of this
resolution and any subsequent polling place designations to the Hennepin County Elections
Office.
Dated: October 1, 2019.
Agenda Item #5E
Resolution No. 2019-
October 1, 2019
2
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. 2019-
October 1, 2019
Member _______ introduced the following resolution and moved its adoption:
CITY OF MEDINA
RESOLUTION NO. 2019-
RESOLUTION ACCEPTING DONATIONS FOR MEDINA CELEBRATION DAY
WHEREAS, The donors listed on Exhibit A (the “Donors”) have generously offered to
donate money, as well as other resources, listed on Exhibit A (the “Donation”) to the City of
Medina (the “City”); and
WHEREAS, the Donation will be dedicated to the City’s Community Event Fund to pay
for the annual Celebration Day activities; and
WHEREAS, the City wishes to accept the Donation and express its gratitude to the Donors
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 the Donors.
Dated: October 1, 2019.
____________________________________
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.
Agenda Item # 5F
Resolution No. 2019- 2
October 1, 2019
Exhibit A
Donations & Volunteers
BUSINESSES/INDIVIDUALS DONATION
Adam's Pest Control $100
Adam's Healthy Home Heating & Air $100
Andy’s Hometowne Pizza
Food Vendor / Flyers on
pizza boxes
Art 2 Heart $100
AutoMotorPlex $500
Boy Scout Troop 3570 S’mores & archery game
Brookley Wofford Toppel, Ms. Royalty International Volunteer
City of Loretto/Loretto Fire Department Barrel train ride
Ditter Cooling, Heating & Electrical $300
Dobo’s Café & Bakeshop & Danny’s Catering Food Vendor
Dojo Karate Medina $200 / Inflatable
DMJ Asphalt $150
Edward Jones Investments – Brandon Prell $100
Farmers State Bank of Hamel $500
Flagship Technologies $250
Fortin Chiropractic Clinic (Fortin Health & Wellness) $100
Fortin Consulting, Inc $100
Friends of Wolsfeld Woods $200
Gregor Farm & Greenhouse $100
Hamel American Legion - John Pohlker Post No. 394 $100
Hamel Fire Department Antique Fire Truck
Hamel Lions Club $1000
Highway 55 Rental $600
Intercomp Company $500
John Day Company $100
Kalla Lily Salon and Spa $100
KD & Company Recycling Inc. $150
Kumon of Medina $100
Lake Independence Citizens Association Lake Conservation Display
Loram Maintenance of Way, Inc. $1000
Lt. Col. Jim Rohrer, USAF, Ret. Volunteer
Maple Crest Landscape $500
Maxxon Corporation $500
Medina Entertainment Center (Medina Recreations, Inc) $100 / Food Vendor
Medina Entertainment Center/Craft Kitchen (Medina Recreations, Inc) $500
Medina Golf & Country Club $100
Medina-Hamel School of Music $100
Medina Police Department Vehicle Display & Reserves
Medina Public Works Department Vehicle Display
Molly O’Brien-Hasek Volunteer
Resolution No. 2019- 3
October 1, 2019
North Star Search & Rescue
Search & rescue dog
demonstration
Okalee of Medina (Cassia Life) $100
Peg’s Countryside Café & Countryside Catering Ice cream sandwiches
Share Point Credit Union $500
Scherer Pumpkin Patch Pumpkins
Shelly Boyum-Breen, Author of Shelly Bean the Sports Queen $100
Target Medina $100 Gift Card
Pilates Advantage, The $100
True Care Auto Repair $100
The Wealshire $150
Wayzata High School Y.E.S. Club Volunteers
We Can Ride $100
Winston & Co. Boutique, LLC $100
MEMORANDUM
TO: City Council, through City Administrator Scott Johnson
FROM: Jim Stremel, City Engineer
DATE: September 25, 2019
MEETING: October 1, 2019
SUBJECT: Chippewa Rd & Arrowhead Dr Visioning Study – Concept Update
Background:
The primary goal of the Chippewa Road and Arrowhead Drive Visioning Study is to develop a
cohesive plan that can be provided to property owners, developers, and other stakeholders which
guide the transportation needs, right-of-way, public utilities, and other parameters within this
corridor.
The draft concepts for the study were provided to the City Council at the August 20th work session.
The concepts included several alignment options, graphical configurations of the traffic operations at
each intersection (turn lanes), and anticipated 2040 ADT. The Council provided direction to staff on
preferred options at the three main intersections:
1. Mohawk/Chippewa: Four-way traditional intersection.
2. Chippewa/Arrowhead: Arrowhead Drive “T” intersection into Chippewa Rd.
3. Meander/OSI:
a. Preferred option at the work session was to relocate Meander north to match OSI if
MnDOT would not allow double left turn lanes at TH 55 intersection.
b. Consider leaving Meander at the current alignment and relocate the OSI driveway if
double turn lanes can be added at the TH 55 intersection.
c. Review cost considerations/implications for the three intersection options at
Meander.
d. Discuss with MnDOT the potential to modify the turn lane configuration on
Arrowhead Drive at TH 55.
The City met with MnDOT on September 25th to discuss the turn lane configuration options on
Arrowhead Drive at TH 55 and OSI driveway. MnDOT’s preferred option would be to remove the
OSI conflict entirely by relocating the existing driveway north beyond the Meander intersection, far
enough to provide adequate stacking with a left turn lane into OSI. However, MnDOT was receptive
to configuring the intersection at TH 55 with dual left turn lanes. This would allow for the left turn
lane into OSI to be lengthened without having to re-align Meander Road assuming the OSI driveway
would be relocated south to match with Meander. Based on the response from MnDOT, additional
analysis will need to be conducted to determine the extent of impacts to the signal system at TH 55.
Next Steps:
Based on City Council input and direction, WSB will proceed with further refinement of the
preferred option including additional geometric design (vertical), water/sewer utility review, and
Agenda Item # 7A
2
more refined cost estimating. A review of the environmental permitting requirements and timelines
will also be included with the final report.
A public informational open house has been scheduled for Tuesday, October 15th from 5 p.m. to 6:45
p.m. prior to the regularly scheduled City Council meeting. The proposed format for this community
engagement element is an informal open house in the council chambers with the concept plan
displayed for comment. The proposed concept plan has been included with this memo.
At the November 6th City Council meeting, provide a final report, preferred concept plan, costs
estimate, and other conclusions and recommendations developed during the process.
City Council Action Requested:
Provide input and direction to City Staff on the final preferred option.
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City of Medina
Chippewa Road & Arrowhead Drive Corridor Visioning Study
2'
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URBAN SECTION WITH TRAIL
THRU LANE
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THRU LANE
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80'R/W R/W
BLVD
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CURB & GUTTER
B618 CONCRETE
CURB & GUTTER
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URBAN SECTION WITH TRAIL
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B618 CONCRETE
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Figure 1
MINNESOTA
55 Meander Road
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Chippewa Road
OHW = 980.6
DNR Jurisdictional Wetlands
WCA Wetlands
OHW: 978.3
OHW: 980.6
OHW Separation
Average Daily Traffic
XXX EXISTING ADT
(XXX)
Queue Analysis
SB LEFT
NB LEFT
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PROJECTED 2040 ADT
Alternative Layout A - OSI Intersection
Alternative Layout B - OSI Intersection
Alternative Layout A - Traditional Intersection
Alternatives Analysis
Planning Department Update Page 1 of 2 October 1, 2019
City Council Meeting
MEMORANDUM
TO: Mayor Martin and Members of the City Council
FROM: Dusty Finke, Planning Director; through City Administrator Scott Johnson
DATE: September 25, 2019
SUBJ: Planning Department Updates – October 1, 2019 City Council Meeting
Land Use Application Review
A) Woods of Medina Final Plat – Shawnee Woods Road/County Road 116. Excelsior Group
has transferred this project into their responsibility and intends to begin construction this
fall. Staff is finalizing documents in the developer’s name.
B) Mark of Excellence Comp Plan Amendment, PUD Concept Plan – east of Mohawk Drive,
north of Highway 55 – Mark Smith (Mark of Excellence Homes) has requested a Comp Plan
Amendment and PUD Concept Plan for development of 76 twinhomes, 41 single-family,
and 32 townhomes on the Roy and Cavanaugh properties. A public hearing is scheduled at
the October 8 Planning Commission meeting.
C) 3672 Pinto Rezoning – Woodbury REI, LLC has requested a rezoning of its property at the
northeast corner of Tower Drive and Pinto Drive from Commercial-Highway to
Commercial-General. The owner is interested in constructing self-storage on the property.
A hearing is tentatively scheduled for the October 8 Planning Commission meeting.
D) Van de Ven/Welch combination/rearrangement – 1765 Medina Road and 1752 County
Road 24 – Martha and Andrew Van de Ven and Mark and Sara Welch have requested to
rearrange 3 lots into 2. Staff is reviewing information and will present to Council when
complete, potentially at the October 15 meeting.
E) 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 north of Highway 55, west of Willow
Drive (PIDs 04-118-23-21-0001 and 04-118-23-24-0001). Staff is conducting a preliminary
review, and the item will be scheduled for a public hearing when complete, potentially at the
November 12 Planning Commission meeting.
F) Roehl Preliminary Plat – 1735 Medina Road – The Estate of Robert Roehl has requested a
preliminary plat to subdivide 28 acres into two lots. The application is currently incomplete
and will be scheduled for a hearing when necessary information is submitted.
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. Staff is conducting a preliminary
review and will schedule when complete for review.
H) Cavanaughs Meadowwoods Park Third Addition/OSI Expansion – Arrowhead Drive, north of
Highway 55 – Arrowhead Holdings (real estate company for OSI) has requested approval of a site
plan review, preliminary plat and rezoning to construct a 2nd building north of their existing facility.
The applicant proposes to construct the building on a separate lot and to rezone the property to
Business, in line with the updated Comprehensive Plan. The Council adopted approval documents
on November 7. The applicant has now requested final plat approval. The applicant has also
proposed some slight adjustments to the site plan, which were presented at the Planning Commission
on March 12. The Planning Commission recommended approval of the amended site plan. Staff
will present to the City Council when the final plat is prepared.
Planning Department Update Page 2 of 2 October 1, 2019
City Council Meeting
I) Elam CUP and Variance – 1582 Homestead Trail – Megan and Tim Elam have requested a
conditional use permit (CUP) for an accessory dwelling unit (ADU) and additional
accessory structures, including a pool house and detached garage. The applicant has
requested a variance from the maximum number of bedrooms and habitable square footage
of an ADU to utilize the existing home previously used as caretaker’s home as an ADU and
to construct a new home in the location of the home they demolished two years ago. The
Planning Commission held a public hearing on August 13, 2019 and recommended
approval. The City Council adopted resolutions of approval at the September 17 meeting.
The project will now be closed.
J) Graham Lot Combination – 4072 Hamel Road – Sonja and Chris Graham have requested a
combination of two substandard lots. The City Council adopted a resolution of approval on
September 17. The project will now be closed
K) School Lake 2nd Final Plat, School Lake 2nd Easement Vacation, Johnson ADU CUP, Maxxon,
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 subdivisions – These subdivisions have received final approval. Staff is working
with the applicants on the conditions of approval before the plats are recorded.
Other Projects
A) Quad City Agreement – Medina, Loretto, and Greenfield have signed the agreement and we are
awaiting Independence.
B) Zoning Enforcement – one correction notice is pending for zoning violations.
C) Minnesota Planning Conference – Deb, Ben, and I are attending the Minnesota Planning
Conference this week. We would like to thank the Council for your support to keep up our
continued education!
TO: City Council
FROM: Edgar J. Belland, Director of Public Safety,
Through City Administrator Scott Johnson
DATE: September 26, 2019
RE: Police Department Updates
Long Lake Fire Personnel Meeting
September 11th, I attended the first meeting of the personnel committee for the Long Lake Fire
Department with Council Member Deslauriers. Different ideas were brought up on how to move
forward with several positions requested by the fire department. The ideas were noted, the
committee will continue to review the issues and move forward with recommendations to the fire
advisory board.
Hamel Fire Transition Study Meeting
September 12th, we held our first Hamel Fire Transition Study meeting to discuss the Hamel Fire
Departments request to have the City of Medina take over the Hamel Fire Department. A recap of
the department’s assets and personnel were reviewed. Different ideas on how to move the process
forward were discussed. Minutes were taken and can be found on Medina City’s website.
CSO Hiring
We completed the CSO hiring process by offering Katlyn Boeddeker the position. Katlyn’s start
date will be October 7, 2019. Katlyn is currently in the Law Enforcement program at Hennepin
County Technical College taking her skills portion of the program. Katlyn will be post eligible at
the end of May. She is a resident of Loretto and has grown up in our community. We are excited to
have Katlyn join our team.
Orono Home Coming Parade
September 13th, we participated in the Orono High School Home Coming parade.
Loretto FunFest Celebration
September 14th, the Police Department assisted with the Loretto Funfest, setting up, participating and
monitoring the security during the event. It was well attended, and the fireworks were awesome. A
big “thank you” to Community Service Officer (CSO) Patrick Johnson and Reserve Officer Mark
Ihrke for all their assistance during this event.
MEMORANDUM
Medina Celebration Day and Recognizing the Troops
September 21st, we held the Medina celebration Day at the Legion Park. This year was the 20th year
for the celebration. It was held in conjunction with the VFW’s recognizing the Troops. We
coordinated a 5k run and walk, there were parachute jumpers and a great flyby by 4 vintage war
planes. The event went off with few issues. The help from all our staff is noted. It was a great
event.
Department Shoot / Per Qualification
September 17th, we held our pre-qualification shoot for the police department. This is in preparation
for the late November shoot where it is held in the dark, during cold weather. The shoot went well.
Patrol Updates – Sgt. Nelson
Training - On 09-11-19 Officer’s Converse, Scharf, Jessen, Boecker and Chief Belland attended de-
escalation training put on by the League of Minnesota Cities. It was reported that the training was
good and there will be things that our trainers will incorporate into our in-house future training.
09-17-19, All officers attended quarterly firearms training at the Delano Range.
Patrol Activities - For the dates of September 11 to September 24, 2019, our officers issued 82
citations and 87 warnings for various traffic infractions. There was a total of 1 traffic accident, 9
medicals, 6 alarms and 1 DWI.
On 09-11-19, there were numerous thefts from motor vehicles and one burglary to a residence in the
Cherry Hill neighborhood. All the vehicles were unlocked in the driveways and in one case it is
believed that a garage door opener from an unlocked vehicle was used to access the residence. The
case has been forwarded to investigations were leads have been followed up on and one suspect has
been identified.
09-12-19, Officer Scharf was dispatched to a drug overdose on methamphetamines and GHB (date
rape drug). Upon arrival, Officer Scharf found an unconscious male who was breathing. After a few
sternum rubs the male awoke and became combative. The male was transported to a hospital by an
ambulance.
On 09-13-19, Officer Boecker took a theft from auto report. Victim indicated that he lived in the
Cherry Hill area and that he was missing a $3500 watch and $1500 ring from his vehicle. It is
believed that the theft happened on 09-11-19 when the others had occurred. Case forwarded to
investigations.
On 09-14-19, Officer Converse responded to Target for a female that was in custody for theft. Upon
arrival, it was learned that the female had been in the Target store numerous times over the past few
weeks and had been switching price tags to lower the amount owed on things. The female was
released after being identified so that it could be determined how much was actually stolen. Case
was forwarded to investigations.
On 09-15-19, Officers McGill and Boecker responded to a suicide. It was learned that a terminally
ill cancer patient had taken his own life in his driveway. The male was located by his wife.
09-17-19, Officer Boecker and McGill were dispatched to a traffic complaint of a vehicle swerving
all over the road that almost hit a vehicle head on. The vehicle was located, and the driver was
found to be intoxicated and was subsequently arrested. The driver tested .16 which is two times the
legal limit. Thank god a good Samaritan called in this driver and that no one was killed.
Investigator Update – Investigator McKinley
During the early morning hours of September 12th, our office responded to one burglary and four
theft from motor vehicles in a neighborhood. The suspect used stolen credit cards at area businesses.
A female suspect has been identified and I’m working on identifying the male suspect. Investigation
is ongoing.
A resident called our office and said she received a phone call from someone claiming to be an
officer with Medina PD. This person told the resident that she had a warrant for her arrest, and she
needed to pay impound fees for a vehicle. The resident immediately hung up the phone and called
our office. I explained to the resident that it was scam and they did the correct thing by hanging up
the phone.
Investigating a theft from Target. The suspect was switching tags on the merchandise. The suspect
would select a more expensive item and place a cheaper tag on the item. The suspect has been
identified and charges are pending.
Completed a background investigation for the Community Service Officer position.
MEMORANDUM
TO: City Council, through City Administrator Scott Johnson
FROM: Steve Scherer, Public Works Director
DATE: September 26, 2019
MEETING: October 1, 2019
SUBJECT: Public Works Update
STREETS
• The Hickory Dr project is moving along well. The curb is in and paving will follow next
week. The pond has been stabilized and seeded. The project is looking great and should
really help the appearance of the area.
• The Brockton project has had some delays and is currently behind schedule. The base
course is now in place and curb is scheduled to be installed the first week of October.
Having the street base will help in getting the rest of the items complete even if it rains.
There will be overages on the construction inspection side of the project because of the
extended weather-related days.
• Striping for Medina Road has been ordered but it will still be a week or two before it is
completed.
WATER/SEWER/STORMWATER
• Public Works finished the fall flushing and maintenance of our fire hydrants. Each year
we operate every fire hydrant in town and make sure they function properly and that they
drain for the winter months ahead. We have some repairs to do and did have one
watermain break directly related to a malfunctioning hydrant.
• Public Works and Planning are working to update our stormwater manual to include
maintenance. With this comes inspections, tracking, and decisions about who is
responsible for what aspects. Discussions have begun and we should be on our way to
getting this complete by the end of the year.
PARKS/TRAILS
• Public Works spent some time working on the skating rink in the Hamel Legion Park.
Staff removed an old storm pipe that was under the rink. We always believed that it was
draining the skating area when we were making ice. That is yet to be seen but we have
struggled with the rink for years and so we are hoping this will make a difference.
• We will likely have to extend our mowing contract an extra week or so if it doesn’t cool
down considerably because the grass is still growing at a rapid pace; our contract runs
until mid-October.
MISCELLANEOUS
• Celebration Day went well, and we had a few things to adjust as we worked through the
night but having 20+ volunteers helped tremendously. We have begun to notate any
feedback regarding the night in order to evaluate for next year. The event overall was a
success.
ORDER CHECKS SEPTEMBER 17, 2019 – OCTOBER 1, 2019
049334 BAHL MIKE.................................................................................. $21.45
049335 BAKER, MELISSA ..................................................................... $500.00
049336 CAVANAUGH, JOE, SR. ...................................................... $10,350.00
049337 DOMAAS, MONA ....................................................................... $450.00
049338 JALLA, SHRAVAN ..................................................................... $150.00
049339 US HOME CORP .................................................................. $10,000.00
049340 EAGLE BROOK CHURCH ......................................................... $250.00
049341 HUSAIN, S NAHID ..................................................................... $175.00
049342 RAPP, TODD/MISTY ............................................................ $10,000.00
049343 TRUEMAN WELTERS INC ................................................... $10,438.99
049344 BAYCOM, INC ........................................................................ $1,171.00
049345 BERGERSON CASWELL INC. ............................................. $15,207.50
049346 ECONO SIGNS.......................................................................... $378.55
049347 EHLERS & ASSOC INC. ......................................................... $2,250.00
049348 GRAINGER.................................................................................. $48.00
049349 HACH COMPANY ...................................................................... $115.80
049350 HENN COUNTY SHERIFF......................................................... $150.00
049351 INSPECT MN & MIDWEST SOIL TEST .................................. $7,820.00
049352 JIMMY'S JOHNNYS INC ............................................................ $170.00
049353 LANDFORM ............................................................................ $1,740.64
049354 LAW ENFORCEMENT LABOR .................................................. $408.00
049355 METRO ALARM CONTRACTORS INC ..................................... $180.00
049356 METRO WEST INSPECTION ................................................. $8,872.09
049357 MINNESOTA WISCONSIN PLAYGROUND ............................ $8,070.00
049358 MOTLEY AUTO SERVICE LLC ................................................. $389.00
049359 NAPA OF CORCORAN INC ...................................................... $179.74
049360 OFFICE DEPOT ........................................................................ $397.23
049361 ROLF ERICKSON ENTERPRISES INC .................................. $8,087.47
049362 STREICHER'S ........................................................................ $1,538.91
049363 SUN LIFE FINANCIAL ............................................................ $1,310.71
049364 TEGRETE CORP .................................................................... $1,689.00
049365 TIMESAVER OFFSITE .............................................................. $180.00
049366 SSI MN TRANCHE #10322006 ............................................... $4,708.21
049367 USA GOLF GAMES INC ............................................................ $895.22
049368 VIEAU, CEC ........................................................................... $1,171.20
049369 VIKING INDUSTRIAL CENTER ................................................. $681.11
049370 WESTSIDE WHOLESALE TIRE .................................................. $25.00
049371 WILLIAMS TOWING .................................................................. $155.00
Total Checks $110,324.82
ELECTRONIC PAYMENTS SEPTEMBER 17, 2019 – OCTOBER 1, 2019
005239E PR PERA .............................................................................. $16,429.72
005240E PR FED/FICA ....................................................................... $16,765.99
005241E PR MN Deferred Comp ........................................................... $1,590.00
005242E PR STATE OF MINNESOTA .................................................. $3,977.66
005243E CITY OF MEDINA ........................................................................ $21.00
005244E FURTHER .............................................................................. $1,402.52
005245E FURTHER ................................................................................... $60.00
005246E FURTHER ................................................................................. $303.73
005247E MINNESOTA, STATE OF ....................................................... $2,623.00
005248E FARMERS STATE BANK OF HAMEL ....................................... $150.00
005249E DELTA DENTAL ..................................................................... $2,462.60
005250E MARCO (LEASE) .................................................................... $1,285.99
005251E MEDIACOM OF MN LLC ........................................................... $294.90
005252E ELAN FINANCIAL SERVICE .................................................. $3,858.47
Total Electronic Checks $51,225.58
PAYROLL DIRECT DEPOSIT SEPTEMBER 18, 2019
0509714 JOHNSON, PATRICK M. ........................................................... $741.82
0509715 ALTENDORF, JENNIFER L. ................................................... $1,430.55
0509716 BARNHART, ERIN A. ............................................................. $2,456.43
0509717 BELLAND, EDGAR J. ............................................................. $2,791.03
0509718 BOECKER, KEVIN D. ............................................................. $2,693.03
0509719 CONVERSE, KEITH A. ........................................................... $2,065.85
0509720 ENDE, JOSEPH...................................................................... $1,836.54
0509721 FINKE, DUSTIN D. ................................................................. $2,637.75
0509722 GALLUP, JODI M. ................................................................... $1,916.04
0509723 GLEASON, JOHN M. .............................................................. $2,191.33
0509724 GREGORY, THOMAS ............................................................ $2,201.39
0509725 HALL, DAVID M. ..................................................................... $2,261.30
0509726 JACOBSON, NICOLE ................................................................ $928.11
0509727 JESSEN, JEREMIAH S. .......................................................... $2,405.71
0509728 JOHNSON, SCOTT T. ............................................................ $2,231.31
0509729 JONES, KATRINA M............................................................... $1,403.87
0509730 KLAERS, ANNE M. ................................................................. $1,370.93
0509731 LEUER, GREGORY J. ............................................................ $2,028.52
0509732 MCGILL, CHRISTOPHER R. .................................................. $1,617.85
0509733 MCKINLEY, JOSHUA D .......................................................... $2,991.52
0509734 NELSON, JASON ................................................................... $2,269.10
0509735 PETERSON, DEBRA A. .......................................................... $2,020.16
0509736 REINKING, DEREK M ............................................................ $1,867.82
0509737 ROERICK, AUSTIN ................................................................ $1,376.39
0509738 SCHARF, ANDREW ............................................................... $1,945.64
0509739 SCHERER, STEVEN T. .......................................................... $2,292.82
0509740 SCHNEIDER, BENJAMIN .......................................................... $569.76
Total Payroll Direct Deposit $52,542.57