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HomeMy Public PortalAbout11.15.2022 City Council Meeting MinutesMedina City Council Meeting Minutes November 15, 2022 1 MEDINA CITY COUNCIL MEETING MINUTES OF NOVEMBER 15, 2022 The City Council of Medina, Minnesota met in regular session on November 15, 2022 at 7:07 p.m. in the City Hall Chambers. Mayor Martin presided. I. ROLL CALL Members present: Cavanaugh, DesLauriers, Martin (virtual attendance), and Reid. Members absent: Albers. Also present: City Administrator Scott Johnson, Attorney Dave Anderson, Finance Director Erin Barnhart, John Christianson of WSB, City Planning Director Dusty Finke, Public Works Director Steve Scherer, City Clerk Caitlyn Walker, and Chief of Police Jason Nelson. II. MOTION TO DELEGATE DUTIES TO PRESIDE OVER THE MEETING TO COUNCILMEMBER DESLAURIERS Moved by Cavanaugh, seconded by Martin, to delegate duties to preside over the meeting to Councilmember DesLauriers. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Motion passed unanimously. III. PLEDGE OF ALLEGIANCE (7:08 p.m.) IV. ADDITIONS TO THE AGENDA (7:08 p.m.) The agenda was approved as presented. V. APPROVAL OF MINUTES (7:09 p.m.) A. Approval of the November 1, 2022 Regular City Council Meeting Minutes Moved by DesLauriers, seconded by Cavanaugh, to approve the November 1, 2022 regular City Council meeting minutes as presented. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Motion passed unanimously. Medina City Council Meeting Minutes November 15, 2022 2 VI. CONSENT AGENDA (7:09 p.m.) A. Approve 2023 WSB Rates B. Approve 2023 Timesaver Agreement C. Approve 2023 Solution Builders Agreement Moved by Cavanaugh, seconded by Reid, to approve the consent agenda. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Motion passed unanimously. VI. COMMENTS (7:10 p.m.) A. Comments from Citizens on Items not on the Agenda There were none. B. Park Commission Scherer reported that the Commission will be meeting the following night to discuss the Meander Boardwalk project and how that relates to the park system, noting that it would most likely focus on trails. He provided an update on recent park improvement projects as well. He noted that the Commission would also be briefed on the recent discussions of the Council with HAC. DesLauriers asked if the goal of staff would be to install the fence this year at Hamel Legion Park. Scherer confirmed that trees had been cut and the intention was to get the fence installed. He stated that at this time the private landowners do not want to allow staff to work on their side of the fence. He stated that he will order the material and the installation would only take about 1.5 days and could also be done in the spring. C. Planning Commission Planning Commissioner Popp reported that the Planning Commission met the previous week to hold a public hearing for the Meander Boardwalk project. He noted that the project consists of two sites divided by Meander Road and would propose residential development to the north and commercial development to the south. He highlighted items of discussion and noted that the Commission generally supported the commercial uses proposed. He stated that most of the discussion from both the public and Commission focused on the proposed lodging use of the residential townhomes proposed. He stated that ultimately the Commission recommended approval of the PUD with the condition that the residential units be sold for residential use, not lodging, and allowing for a lodging use on the southern portion of the property. He stated that the Commission also considered an amendment for the BAPS development, which included the rooftop elements complying with the updated City regulations. He stated that the Commission recommended approval as proposed. Medina City Council Meeting Minutes November 15, 2022 3 VII. NEW BUSINESS A. Resolution 2022-100 Approving Canvass of Returns and Declaring the Results of the Municipal Election Held on November 8, 2022 (7:17 p.m.) Johnson reported that the Council must canvass the results of the election held on November 8th. He stated that the City Clerk drafted the proposed resolution and staff recommends approval. Moved by Cavanaugh, seconded by Reid, to adopt Resolution 2022-100 approving canvass of results and declaring the results of the municipal election held on November 8, 2022. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Motion passed unanimously. Martin thanked the City Clerk, City staff, and the volunteers that assisted in making the election run smoothly. B. City of Independence Request for Sewer Units Discussion (7:19 p.m.) Johnson stated that staff received a request from the City of Independence for an additional 26 sewer units. Finke stated that the Council discussed this request in August and expressed some concerns. He stated that staff completed additional analysis as requested and found that they are approaching capacity on the existing sewer main as it gets closer to Highway 12, where Medina’s future development would connect. He stated that based on those projections of development within Medina and the projections from this development in Independence it would approach capacity but there would be capacity to support that development. He stated that the Council also expressed interest in staff reviewing the sewer fee charges for these proposed units and there was openness for these new units to pay those fees. He stated that the amendments seem relatively straightforward, and if desired, staff could draft that. He noted that the agreement would need to be signed by all parties involved in the agreement and not just Medina and Independence. He was unsure of the opinion the other communities would have. Scherer commented that capacity level would make him a bit nervous, should this move forward. He stated that perhaps WSB could speak to the different levels of capacity. Christianson stated that WSB reviewed the capacity of the gravity sewers in both the location where Independence connects as well as where Medina connects to the regional system. He stated that there is enough capacity for the net 26 units proposed, but that would approach the full board capacity of the system. He stated that with sewer they want to be conservative to avoid the risk of damage or backup. He stated that it could be reasonable to try to allow for capacity for future conditions. Medina City Council Meeting Minutes November 15, 2022 4 Scherer referenced the modeling and asked how much the unaccounted things are factored in, such as inflow and rain events. Christianson replied that the future flow projections estimate the average flows for a typical home or commercial user, along with a peaking factor which includes an allowance for inflow and infiltration. Cavanaugh asked if the main sewer line runs down 12. Christianson reviewed the route the line follows. Martin asked the opinion of Christianson on whether or not the City should agree to the additional units, given the anticipated development south of this site or whether the City should not agree to the additional units. Christianson replied that typically he does not allow infrastructure to dictate whether development should move forward, as larger infrastructure can always be built to accommodate development. He stated that in this instance they would approach the border line of the sewer capacity and the option is available to upsize the sewer. Finke noted that is a short run that would need to be upsized and asked if that was calculated. Christianson confirmed that about 500 feet of line would need to be upsized to provide additional capacity. Scherer stated that he and Stremel did a ballpark analysis and estimated about $400,000. He recognized that is still a high cost and everyone in the agreement would need to agree to the cost. Finke stated that as the agreement does not necessarily contemplate capacity updates, it does provide calculations for repairs. He provided additional details on the calculations for the different communities involved. Martin noted that Medina could suggest that all cities participate in an upgrade to accommodate future development and share in the cost proportionately. She stated that it would be made clear that this would be related to capacity, but Medina would still control the additional capacity. Cavanaugh noted that would change the terms of the agreement and therefore everyone would need to sign off. Finke stated that the agreement will have to be changed to allow the additional flow to Independence and therefore it would make sense to have both items considered at the same time. Cavanaugh asked why Greenfield or Loretto would agree to that. Finke commented that would be a good question and the same question could be asked of Medina. Medina City Council Meeting Minutes November 15, 2022 5 DesLauriers recognized that Medina’s share would still be $160,000 of the estimated $400,000. He asked if the developer in Independence would be willing to foot that cost in order to move forward with their development. He stated that he could not imagine going to Loretto to ask for $130,000 to increase capacity in Independence. Finke stated that Independence will have to make those arguments. Cavanaugh stated that the City could authorize the units if the developer or Independence pays for the cost to increase capacity. Martin commented that she wants to be a good neighbor as this would be an important development for Independence, but also recognizes the need for Medina to protect its own ability to develop in the future. DesLauriers asked how often WSB sees a 90 percent capacity level. Christianson commented that level is relatively high, and most pipes are not that full. Finke asked when WSB would recommend an increase in size or secondary pipe. Christianson stated that it varies based on the community, how built out that community is, and the potential for future development. He stated that because there is developable land in the service area that does not have a certainty in the amount of flow that would be generated, it would make sense to be more conservative. Scherer stated that this situation is also complicated because there are four cities involved. He stated that if Medina were monitoring everything itself that would be different, noting that the City does not have control over the other three systems. Christianson confirmed that a peaking factor was included in the modeling to account for unknowns in other communities. He explained how that factor is estimated. Johnson asked if the Council should take action or whether there should be additional discussions. Finke stated that it seemed there was consensus that the Council would like staff to have conversations with Independence as to whether it would support the cost for increased capacity and if so, the Council would support the additional connections. IX. CITY ADMINISTRATOR REPORT (7:40 p.m.) Johnson recognized the hard work of Caitlyn Walker, City Clerk/Assistant to the City Administrator, in the recent elections which ran smoothly. He also recognized Nichole Vogel, Erin Barnhart, and the election judges that assisted with the election. X. MAYOR & CITY COUNCIL REPORTS (7:41 p.m.) Martin echoed the comments on the well-run election. She stated that she received an inquiry from State Representative Kristin Robbins to meet and discuss issues Medina prioritizes prior to the legislative session. She asked staff to provide a list of topics she could discuss. Medina City Council Meeting Minutes November 15, 2022 6 Johnson stated that staff also received a request and noted that the representative will attend the January 3rd meeting at which priorities and concerns can be discussed. Martin noted that perhaps staff could prepare a short list that the Council could review at the December work session, noting that internet capacity remains high priority. Johnson confirmed that staff will prepare a list to discuss with the Council in December. Martin thanked DesLauriers for running the meetings tonight. DesLauriers commented that on Thursday from 6:30 to 8:30 there is an open house in Long Lake on future fire services in the Long Lake area communities. He stated that he will be attending and noted that they are expecting a large turnout. XI. APPROVAL TO PAY THE BILLS (7:44 p.m.) Moved by Cavanaugh, seconded by Reid, to approve the bills, EFT 006593E-006609E for $60,586.07, order check numbers 053609-053660 for $686,605.93, and payroll EFT 0512274-0512307 for $58,889.91. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Motion passed unanimously. XII. CLOSED SESSION: CONSIDER POTENTIAL OFFER TO PURCHASE PROPERTY LOCATED AT 1405 HAMEL ROAD PURSUANT TO MINN. STAT. 13D.05, SUBD. 3(c)(3) Moved by Martin, seconded by Cavanaugh, to adjourn the meeting to closed session at 7:46 p.m. to consider potential offer to purchase property located at 1405 Hamel Road pursuant to Minn. Stat. 13D.05, Subd. 3(c)(3). A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Motion passed unanimously. The meeting returned to open session at 7:57 p.m. Medina City Council Meeting Minutes November 15, 2022 7 XIII. ADJOURN Moved by Cavanaugh, seconded by Reid, to adjourn the meeting at 7:58 p.m. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Motion passed unanimously. __________________________________ Kathy Martin, Mayor Attest: ____________________________________ Caitlyn Walker, City Clerk