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HomeMy Public PortalAbout02.21.2023 City Council MinutesMedina City Council Meeting Minutes February 21, 2023 1 MEDINA CITY COUNCIL MEETING MINUTES OF FEBRUARY 21, 2023 The City Council of Medina, Minnesota met in regular session on February 21, 2023 at 7:00 p.m. in the City Hall Chambers. Acting Mayor Albers presided. I. ROLL CALL Members present: Albers, Cavanaugh, DesLauriers, Martin (virtual), and Reid. Members absent: None. Also present: City Administrator Scott Johnson, City Clerk Caitlyn Walker, Attorney Dave Anderson, Finance Director Erin Barnhart, City Engineer Jim Stremel, City Planning Director Dusty Finke, Public Works Director Steve Scherer, and Chief of Police Jason Nelson. II. MOTION TO DELEGATE DUTIES TO PRESIDE OVER THE MEETING TO COUNCILMEMBER ALBERS (7:00 p.m.) Moved by DesLauriers, seconded by Reid, to delegate duties to preside over the meeting to Councilmember Albers. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. III. PLEDGE OF ALLEGIANCE (7:01 p.m.) IV. ADDITIONS TO THE AGENDA (7:01 p.m.) The agenda was approved as presented. V. APPROVAL OF MINUTES (7:01 p.m.) A. Approval of the February 7, 2023 Regular City Council Meeting Minutes Moved by Albers, seconded by Cavanaugh, to approve the February 7, 2023 regular City Council meeting minutes as amended. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. Medina City Council Meeting Minutes February 21, 2023 2 VI. CONSENT AGENDA (7:02 p.m.) A. Approve Renewal of Consumption and Display Permit for American Legion Post 394 B. Approve Updated Police Sergeant Job Description and Authorize Internal Recruitment for the Police Sergeant Position C. Approve Brush Grinding Service Agreement with YTS Clearing D. Approve Court Surface Service Agreement with C&H Sport Surfaces E. Approve Street Striping Services Agreement with Sir Lines-A-Lot F. Approve Mill and Paving Services Agreement with GMH Asphalt Corporation G. Approve Curb and Concrete Installation Services Agreement with Schmidt Curb Co. H. Approve Seal Coating Services Agreement with Pearson Brothers, Inc. I. Approve Municipal State Aid Route Addition Request Albers asked if there was a significant increase in price for the brush grinding services. Scherer reported that the contractor agreed to hold their price for this year as the project is not that large. He stated that utilization of the wood material by other parties is not as high as it once was. 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 Albers aye Motion passed unanimously. VII. COMMENTS (7:05 p.m.) A. Comments from Citizens on Items not on the Agenda There were none. B. Park Commission Scherer reported that staff has been working on the parking agreement for baseball with the Hamel Athletic Club and have ordered some signs to place in the spring. He stated that he is still determining the cost for other services such as mowing. He stated that the increased rates will be incorporated into the 2023 agreement. He stated that the fence has been ordered and they are working on trees as well. Cavanaugh asked if there was resolution reached with the neighboring property owners. Scherer commented that the fence is being put up on the City property and was not aware of any other contact with the property owners. Medina City Council Meeting Minutes February 21, 2023 3 C. Planning Commission Albers reported that the Planning Commission did not meet this month. Finke commented that the Commission will be meeting in March to review applications that have been submitted. VIII. PRESENTATIONS A. State Senator Warren Limmer (7:09 p.m.) Johnson stated that this item has been postponed as Senator Limmer was unable to attend. IX. NEW BUSINESS A. Clydesdale Trail Pavement Rehabilitation Project – Improvement Hearing (7:09 p.m.) Johnson stated that this is a public improvement hearing for the Clydesdale Trail pavement rehabilitation project. Scherer provided background information on this project and the progress to date beginning in fall of 2022. He commented that there was not a great turnout for the neighborhood meeting. He reviewed the existing conditions, project cost and funding, assessment methodology/calculations, proposed project process and schedule. DesLauriers noted that the sidewalks are not included and asked if that is a consistent process. Scherer report that is a trail and the City does not assess for trails. DesLauriers noted that unbuildable land will not be assessed and asked for more information. Finke replied that would include stormwater ponds and flood mitigation. Cavanaugh noted that an undeveloped parcel would need to have stormwater ponding when it develops, so then it could be seen as unfair that the parcel would be assessed the entire amount when stormwater ponding is not included in the calculation for other parcels. Finke provided more specific information on the stormwater pond areas on different parcels. He stated that could be considered buildable and wetlands could be considered as unbuildable. He stated that the assessment hearing is not occurring tonight, but these comments will help as the project moves forward and they do allocate assessments. Batty commented that the issue before the Council is the improvement hearing. He stated that they do need to discuss the methodology for assessment, but the specific numbers are not provided tonight. He stated that as this moves forward staff would send out notices of assessment to property owners and therefore guidance on the methodology would be helpful. He stated that staff could bring details relating to the assessment back to the Council for additional review before the notices are sent out. Medina City Council Meeting Minutes February 21, 2023 4 Finke provided more details on ponding and wetland areas. He stated that the hearing could still be completed, and the project could be ordered, with staff bringing back the issue of assessment for further discussion. Albers opened the public hearing. Gary Dean, 550 Clydesdale Trail, asked for clarification on where the project would begin noting that it is close to his property. He stated that he was not aware of the neighborhood meeting. He asked if properties with partial wetland would be billed fully or partially. Finke commented that he believes that is a stormwater pond and therefore would be considered as buildable. Batty summarized the discussion thus far related to the methodology of assessment and the terms that would still be discussed. Finke commented that initially they did include stormwater ponds when they were part of a lot but not counted when the only thing on the property is a stormwater pond. Dean asked how an assessment is generally calculated. Finke explained that the City would propose to assess 50 percent of the proposed cost and then divide that out using the total square footage to determine the rate per lot. Dean asked the initial proposed rate for assessment. Finke stated that as shown in the open house presentation, the initial proposed rate for that property would be about $14,100. Dean asked the total square footage for the entire project area. Finke replied about 50 acres. He noted that the resident’s property is about seven percent of the project area. Dean asked the duration of the assessment period. Barnhart replied that there is flexibility in the length of the bonding term. She stated that they are discussing a bonding period of ten years explaining that they do not want the term to be longer than the life of the improvement. Dean asked how access to his property would be limited during the project. Scherer commented that there is only a mill and overlay proposed for that section and therefore access would not be impacted. He stated that there would be a road closure on the other end for a few days when the base is completed. Dean asked why that location was determined for the project boundary. Medina City Council Meeting Minutes February 21, 2023 5 Scherer reported that the other area had a road improvement project about five years ago as the condition of that segment was in much worse shape at that time.Dean asked if there would be any significant interruption for business such as utility disruption. Scherer reported that they should not be impacting utilities. Dean asked who would be responsible for damage to turf or curb improvements that occur as a result of the project. Scherer replied that if there were damage to private property as a result of the project, staff would work with the property owner. Dean asked if larger trucks would be able to access property during the project. Scherer confirmed that semi-trucks could still access that property during the project. Albers closed the public hearing. 1. Resolution 2023-16 Ordering Project, Approving Plans and Specifications, and Authorizing the Advertisement for Bids Moved by Cavanaugh, seconded by DesLauriers, to adopt Resolution 2023-16 ordering the Clydesdale Trail pavement rehabilitation project, approving plans and specifications, and authorizing the advertisement for bids. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. B. 2023 Road Project Feasibility Reports (7:40 p.m.) Johnson stated that a number of overall projects were included in the CIP for 2023 as listed for this agenda item. He reviewed the proposed assessment rate and action before the Council tonight. He stated that there was a mistake to a draft resolution included in the packet and the updated version has been provided to the Council tonight. Scherer reviewed the existing conditions, providing photographs of the deterioration. He provided additional details on the reclamation and paving process as well as details on maintenance that is done on the roads to extend its life. He identified the 2023 road projects proposed noting that the feasibility reports were included in the Council packet. He provided a brief highlight of the proposed projects and timeline. He stated that assessments range from $500 to $3,500 depending on the project area and number of homes within the project area. He commented that most of this work could be completed by mid-June. Medina City Council Meeting Minutes February 21, 2023 6 1. Cheyenne Trail Moved by DesLauriers, seconded by Albers, to adopt Resolution 2023-17 receiving the feasibility report and calling for public hearings on the Cheyenne Trail street improvement project and levying special assessments for same. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. 2. Foxberry Farms Moved by DesLauriers, seconded by Albers, to adopt Resolution 2023-18 receiving the feasibility report and calling for public hearings on the Foxberry Farms area street improvement project and levying special assessment for same. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. 3. Meadowwoods Trail and Cherokee Road Moved by DesLauriers, seconded by Albers, to adopt Resolution 2023-19 receiving the feasibility report and calling for public hearings on the Meadowwoods Trail and Cherokee Road street improvement project and levying special assessments for same. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. 4. Medina Highlands & Clydesdale Trail East Moved by DesLauriers, seconded by Albers, to adopt Resolution 2023-20 receiving the feasibility report and calling for public hearings on the Medina Highlands and Clydesdale Trail East street improvement project and levying special assessments for same. Medina City Council Meeting Minutes February 21, 2023 7 A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. 5. Pinto Drive (South of Hamel Road) Moved by DesLauriers, seconded by Albers, to adopt Resolution 2023-21 receiving the feasibility report and calling for public hearings on the Pinto Drive (South of Hamel Road) street improvement project and levying special assessments for same. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. C. Arul Jothi Ramalingam – Lot Combination – 562 Hwy 55 and Tract C (7:54 p.m.) Johnson stated that the applicant has requested a lot combination of two adjacent parcels into one parcel at the location described. Finke stated that the existing property is zoned commercial-highway although there is a single-family home on the property. He stated that Tract C includes a driveway that serves the neighboring property through an easement. He stated that the resulting lot would still remain smaller than required after the combination but would bring the lot size closer to the minimum. He stated that historically the City has encouraged the combination of substandard lots and recommends approval as presented. 1. Resolution 2023-22 Approving Lot Combination of 562 Highway 55 and Adjacent Tract Moved by Reid, seconded by Cavanaugh, to adopt the Resolution 2023-22 approving a lot combination as presented. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. Medina City Council Meeting Minutes February 21, 2023 8 D. Fee Schedule Update (7:57 p.m.) Johnson stated that staff requests to update two items on the fee schedule and provided a brief summary of the proposed additions. 1. Ordinance 701 Adopting an Amended Fee Schedule Moved by DesLauriers, seconded by Albers, to adopt Ordinance 701 amending the 2023 fee schedule. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. 2. Resolution 2023-23 to Publish Ordinance by Title and Summary Moved by DesLauriers, seconded by Albers, to adopt Resolution 2023-23 authorizing publication of ordinance amending the fee schedule by title and summary. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. X. CITY ADMINISTRATOR REPORT (7:59 p.m.) Johnson stated that information was included in the Council packet about a CPR training event that will be held at the Long Lake Fire Department. He noted that Martin mentioned showcasing local art/photos at City Hall and stated that he will work on that concept as it has been done by public works. Martin stated that the idea would be to feature local artists with pieces capturing the rural character of Medina. Cavanaugh suggested requesting photos from the public as that could be a good starting point. Johnson confirmed that they would try to work out the process. He stated that there is plenty of space at City Hall for display. XI. MAYOR & CITY COUNCIL REPORTS (8:01 p.m.) Albers stated that he had the opportunity to attend the west metro task force luncheon. He stated that it was great to hear some of the stories from the task force. He stated Medina City Council Meeting Minutes February 21, 2023 9 that there were a few things he took note of that could be of concern and provided more details. Nelson stated that there are rumors that there are policies within the County Attorney’s Office that will be implemented and provided more details. He noted that the task force has already begun to back off marijuana charges because of the lack of prosecution from the County Attorney’s Office. Albers stated that when he heard this information, he was a bit alarmed. He stated that putting a policy together that would blanket the county would not be the best approach. He stated that if the city sent a letter in support or opposition perhaps that would be of assistance. He asked if the Council would be interested in that action. The Council confirmed support for the City to draft a letter to the County. Johnson stated that he will work with Nelson to draft a letter that he will circulate to the Council. XII. APPROVAL TO PAY THE BILLS (8:07 p.m.) Moved by Cavanaugh, seconded by Reid, to approve the bills, EFT 006721E-006734E for $56,266.09, order check numbers 053986-054034 for $823,529.50, and payroll EFT 0512506-0512536 for $62,190.68. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. XIII. ADJOURN Moved by Martin, seconded by Albers, to adjourn the meeting at 8:08 p.m. A roll call vote was performed: Cavanaugh aye Reid aye Martin aye DesLauriers aye Albers aye Motion passed unanimously. __________________________________ Kathleen Martin, Mayor Attest: _______________________________ Caitlyn Walker, City Clerk