HomeMy Public PortalAbout02.21.2023 City Council MinutesMedina City Council Meeting Minutes
February 21, 2023
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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.
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February 21, 2023
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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.
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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.
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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.
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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.
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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.
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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.
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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
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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