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HomeMy Public PortalAbout11.01.2022 City Council Meeting MinutesMedina City Council Meeting Minutes November 1, 2022 1 MEDINA CITY COUNCIL MEETING MINUTES OF NOVEMBER 1, 2022 The City Council of Medina, Minnesota met in regular session on November 1, 2022 at 7:01 p.m. in the City Hall Chambers. Mayor Martin presided. I. ROLL CALL Members present: Albers, Cavanaugh, DesLauriers, Martin, and Reid (arrived at 7:15 p.m.). Members absent: None. Also present: City Administrator Scott Johnson, Attorney Dave Anderson, Finance Director Erin Barnhart, City Engineer Jim Stremel, City Planning Director Dusty Finke, Public Works Director Steve Scherer, City Clerk Caitlyn Walker, and Chief of Police Jason Nelson. II. PLEDGE OF ALLEGIANCE (7:01 p.m.) III. ADDITIONS TO THE AGENDA (7:01 p.m.) The agenda was approved as presented. IV. APPROVAL OF MINUTES (7:02 p.m.) A. Approval of the October 18, 2022 Work Session City Council Meeting Minutes Martin stated that prior to the meeting, Johnson distributed proposed changes for incorporation. Moved by Cavanaugh, seconded by Albers, to approve the October 18, 2022 work session City Council meeting minutes as amended. Motion passed 4 to 0 (Council Member Reid was not present). B. Approval of the October 18, 2022 Regular City Council Meeting Minutes Martin noted that prior to the meeting Johnson distributed proposed changes for incorporation submitted by herself. Moved by Martin, seconded by Cavanaugh, to approve the October 18, 2022 regular City Council meeting minutes as amended. Motion passed 4 to 0 (Council Member Reid was not present). V. CONSENT AGENDA (7:03 p.m.) A. Appoint Tanner Wiese to the Position of Community Service Officer B. Appoint Jacob Milinkovich to the Position of Community Service Officer C. Approve LMCIT Insurance Liability Renewal Waiver D. Approve 2023 Rates with Steve M. Tallen E. Approve 2023 Rates with Kennedy & Graven F. Approve Purchase of Building Permit Software G. Interim Ordinance 686 Authorizing a Study and Imposing a Moratorium on the Sale of Edible Cannabinoid Products Medina City Council Meeting Minutes November 1, 2022 2 H. Resolution 2022-87 Authorizing Publication of Ordinance Authorizing a Study and Moratorium on the Sale of Edible Cannabinoid Products by Title and Summary I. Ordinance 687 Amending Chapter 3 of the City Code Making it Unlawful for a Person Under 21 to Possess or Consume Edible Cannabinoid Products in Medina J. Resolution 2022-88 Authorizing Publication of Ordinance Amending Chapter 3 of the City Code by Title and Summary K. Resolution 2022-89 Approving Proposed Transfers and Assignment of Fund Reserves L. Resolution 2022-90 Accepting Public Utilities Within Meadowview Commons 1st Addition M. Resolution 2022-91 Accepting Public Utilities Within Meadowview Commons 2nd Addition N. Resolution 2022-93 Accepting Public Watermain Within the OSI Expansion Project O. Resolution 2022-94 Accepting Public Streets Within the Villas at Medina Country Club P. Resolution 2022-95 Accepting Public Utilities Within the Reserve of Medina 3rd Addition Q. Resolution 2022-96 Accepting Public Streets Within the Reserve of Medina 2nd Addition R. Approve Change Order for Arrowhead Drive Turn Lane Expansion Project S. Resolution Adopting Assessment Roll for Arrowhead Road Improvements T. Approve Donation Agreement with Hamel Athletic Club for a Grandstand at Paul Fortin Memorial Field U. Approve Snow Removal Services Agreement with Hunzy’s LLC Martin referenced Items I and Q where the agenda item states public streets but the resolution states public utilities. She noted the change that should be reflected. Moved by Cavanaugh, seconded by Martin, to approve the consent agenda as corrected. Further discussion: Albers referenced Item F asked if a payment option would be integrated into the software. Finke stated that the hope would be to accept payment through credit cards and there would be benefit in having a different processor for payments for this software. Albers asked for details on the merchant fee. Finke stated that cost would be in addition to the permit. Albers asked if there would be an archive process. Finke replied that the permit information will be archived separately into Laserfiche, whereas the background data could be sent from the software provider if desired. Motion passed 4 to 0 (Council Member Reid was not present). Medina City Council Meeting Minutes November 1, 2022 3 VI. COMMENTS (7:09 p.m.) A. Comments from Citizens on Items not on the Agenda Alisa Benson, Orono resident and current candidate for Orono City Council, introduced herself. She stated that she is present tonight to learn from Medina and see how its Council conducts its business. She acknowledged the importance of communities working together. She stated that she has been door knocking and has met many residents, some from Medina that comment on how well run the City of Medina is. She commented that she is pleased that she is able to provide public comments at the beginning of the meeting, whereas Orono accepts public comments at the end of the meeting. She commented that she is also blown away at the City website and the focus on invasive species and the environmental focus. Martin commented that Medina has a phenomenal staff which makes the city run well. DesLauriers asked Ms. Benson’s feelings on Orono starting a new fire department when it is currently supported by a few fire departments that do a great job. Benson replied that has come up a lot because residents are not in the “know” on this issue. She commented on a recent house fire that resulted in a total loss, which is devastating. She commented that after doing a lot of research on shared fire services, they can be doing better. She recognized that it would be a move backward to pull back from community services as well as the unnecessary infrastructure and burden it would place on the community. She commented that she is concerned that residents are not aware of this direction. She commented that she has a lot of concerns and would not be running for the Council if she were confident in the leadership of Orono. Martin noted that she looked at past agendas from Orono to find fire related discussions and advised that there were never any agenda items on that topic, but a series of unanimous motions made at the end of a meeting which is not transparent. B. Park Commission Scherer reported that the last Park Commission meeting was canceled. He provided a general update for the parks noting the fire departments did a burn at Chippewa Park, removal of ash trees, and discussions with HAC related to parking and future contract negotiation. DesLauriers stated that perhaps there is a ratio of available parking to the number of kids that can register for baseball. Albers asked if there would be an opportunity to use a field or open space as temporary parking. Scherer stated that he did consider that but was concerned with the chaos of the vehicles. He stated that it would make the most sense to add on to the existing parking. He noted that staff will continue to discuss ideas. Cavanaugh stated that he would like to continue discussions with Plymouth. He noted that half the kids in the baseball program are from Plymouth, therefore it would not seem fair for Plymouth to put up no parking signs. Medina City Council Meeting Minutes November 1, 2022 4 DesLauriers stated that if Plymouth takes that stance, perhaps they go down the path that Plymouth residents would pay more to participate in the program to cover the additional burden on parking. Martin recognized the unneighborly act of no parking signage when the Medina parks are open to everyone. Nelson commented that he has had discussions with the Plymouth Police Chief who stated that they are attempting to address the concerns of their residents which is why the temporary no parking signs were installed. He stated that they are looking to Medina to do something in programing in an attempt to address those issues. Martin stated that perhaps HAC could negotiate a deal with St. Ann’s for additional parking. Finke commented that it is an interesting issue because the high level of complaints are coming from a neighborhood in Plymouth when in reality there is only space in this area for about 30 vehicles because of the narrow lots and wide driveways. C. Planning Commission Finke reported that the Planning Commission will meet the following week to hold a public hearing to consider the Meander Park and Boardwalk development as well as an amended Site Plan Review from BPS. He noted that the Commission could potentially also welcome a new member, dependent on the action of the Council tonight. VII. NEW BUSINESS A. Water Treatment Plant Filters 1 and 2 Rehabilitation Project Update (7:26 p.m.) Scherer stated that the intention is to provide an update to the Council on the proposed project. He stated that there was an estimate in the CIP for the expansion of the treatment plant. He stated that the project scale has expanded since the last discussion. Martin asked where this would stand compared to the budget. Barnhart replied that the majority of the project would be funded from user fees. She stated that they are also looking at meter replacement and software updates, which is why there is an agenda item to consider an interfund loan. She commented that the City has cash options as well as long-term financing options through bonding. Johnson asked if the amount included in the CIP is lower than the bids received. Scherer stated that the CIP was for the expansion project, whereas this is an operational improvement that was not included in the CIP. Barnhart stated that they are financially healthy, they just have two projects butting against each other. DesLauriers referenced the meter project, which he believed was going to be funded through ARPA funds. Medina City Council Meeting Minutes November 1, 2022 5 Barnhart stated that while that was an option, they instead moved the ARPA funds to the road fund. DesLauriers asked if those funds could be moved from the road fund to this project. Barnhart replied that could be done, as long as the funds were used by the end of 2024 but that would deplete the road fund. Scherer stated that the decision was made to allocate funding to the roads because roads are used by all residents, whereas not all residents use the water system. DesLauriers stated that if the scale of this project were known earlier, he may have chosen to allocate funds differently. Cavanaugh asked if there would be any benefit to contracting for these projects together. Scherer replied that he did not think so and noted that operationally that would not work as water will need to be produced throughout the expansion. Barnhart stated that if bonding is chosen, the projects could be bonded together. Greg Johnson, WSB, commented that these projects are done seasonally therefore even if the projects were bid together, they would be completed separately. He noted that would also create a long project window and contractors may increase their bids to account for potential increases that come during that time. He commented that this was not a huge project, therefore there were not a lot of contractors interested. He provided background information on the feasibility study that was completed and the different improvements that were identified, noting that this would be the first step in that process. He stated that the plant was built in 2005 and has two filter cells, with space for a third to be added in the future. He commented on the reduced capacity of the plant which has resulted in the need for this project as well as general maintenance that is typically required every 15 to 20 years. He provided details on the project scope and bid alternates. He noted that the alternates were bid at the worst-case scenario and therefore dependent on the conditions, those costs could be less. Martin asked if the sand/other material could be used for construction purposes. G. Johnson stated that is a potential included in bid alternate three, noting that they would still need to test the material and dependent on those readings they could use it for road projects. Albers asked the number of yards of materials that the filters would hold. G. Johnson replied about 66 yards. He provided details on the two bids received and the recommendation from staff. Cavanaugh asked if it would be an either/or between alternates two and three. G. Johnson confirmed that it would be either two or three but noted that staff recommends accepting the bid for two and that can be changed to three to obtain a cost Medina City Council Meeting Minutes November 1, 2022 6 savings depending on the test results. He recognized the increase in cost compared to the feasibility estimates, explaining the increases in material costs that continues to occur. Barnhart commented that she is fairly confident that this project would be paid in cash, but bonding would be an option as well. 1. Award a Contract to Shank Constructors, Inc, Brooklyn Park, MN for the Base Bid, Alternate 1 and Alternate 2, in the Amount of $777,207.00 Based on the Results of the Bids Received Moved by DesLauriers, seconded by Albers, to award a contract to Shank Constructors, Inc, Brooklyn Park, MN for the Base Bid, Alternate 1 and Alternate 2, in the amount of $777,207.00 based on the results of the bids received. Motion passed unanimously. 2. Resolution 2022-97 Authorizing Interfund Loan for Advance of Certain Water Treatment Plant Rehabilitation Costs Moved by DesLauriers, seconded by Reid, to adopt resolution 2022-97 authorizing interfund loan for advance of certain water treatment plant rehabilitation costs. Motion passed unanimously. B. G & S-K Family LLC – Easement Vacation – Public Hearing Continuation (7:59 p.m.) Johnson stated that the applicant is requesting a lot line rearrangement between adjacent properties under common ownership. He stated that the public hearing was opened at the last meeting and was continued to this meeting. Finke stated that the LLC owns the two properties in discussion, noting that the smaller lot will increase in size while the larger lot would continue to meet the minimum standards. He stated that the rearrangement would not fully bring the smaller lot into compliance, but it would be closer. He stated that there are easements in place that would be vacated and replaced with new easements along the new property lines. He stated that staff recommends approval as this would bring the second lot closer to compliance, as much as possible without making the other lot noncompliant. DesLauriers asked how this type of lot line is created. Finke replied that he would suspect that the lots were shaped differently as this is the second rearrangement of the properties. Martin continued the reopened public hearing and welcomed comments from the public. No comments. Martin closed the public hearing. 1. Resolution 2022-98 Approving Lot Line Rearrangement of 1400 Tamarack Drive and 1420 Tamarack Drive Moved by DesLauriers, seconded by Martin, to adopt Resolution 2022-98 approving lot line rearrangement of 1400 Tamarack Drive and 1420 Tamarack Drive. Motion passed unanimously. Medina City Council Meeting Minutes November 1, 2022 7 2. Resolution 2022-99 Vacating Drainage and Utility Easements at 1400 Tamarack Drive and 1420 Tamarack Drive Moved by DesLauriers, seconded by Martin, to adopt the Resolution 2022-99 vacating drainage and utility easements at 1400 Tamarack Drive and 1420 Tamarack Drive. Motion passed unanimously. C. Appoint Planning Commission Member (8:03 p.m.) Johnson stated that interviews for the vacant Planning Commission seat were conducted on October 28th. Cavanaugh stated that there were three great candidates which made it a difficult decision to make. He stated ultimately Adeel Ahmed was chosen as the candidate because of his experience in development. DesLauriers stated that there were two applicants from Bridgewater and one from the Fields of Medina and asked where this candidate lives. Cavanaugh replied that this resident is from Fields of Medina. Moved by Cavanaugh, seconded by Albers, to appoint Adeel Ahmed to the Planning Commission. Motion passed unanimously. VIII. CITY ADMINISTRATOR REPORT (8:05 p.m.) Johnson commented on a recently attended event recognizing Loretto Fire Chief Jeff Leuer for being named Fire Officer of the Year. Staff will bring forward a resolution honoring Chief Leuer at the December 6th meeting. IX. MAYOR & CITY COUNCIL REPORTS (8:05 p.m.) Martin highlighted upcoming meetings and events that members of the Council would be attending. X. APPROVAL TO PAY THE BILLS (8:08 p.m.) Moved by Cavanaugh, seconded by Martin, to approve the bills, EFT 006576E-006592E for $68,686.16, order check numbers 053553-053608 for $342,606.67, and payroll EFT 0512246-0512273 for $55,703.01. Motion passed unanimously. XI. ADJOURN Moved by Cavanaugh, seconded by DesLauriers, to adjourn the meeting at 8:09 p.m. Motion passed unanimously. __________________________________ Kathy Martin, Mayor Attest: ____________________________________ Scott Johnson, City Administrator