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HomeMy Public PortalAbout06.06.2023 City Council MinutesMedina City Council Meeting Minutes June 6, 2023 1 MEDINA CITY COUNCIL MEETING MINUTES OF JUNE 6, 2023 The City Council of Medina, Minnesota met in regular session on June 6, 2023 at 7:00 p.m. in the City Hall Chambers. Mayor Martin presided. I. ROLL CALL Members present: Albers (arrived at 8:20 p.m.), Cavanaugh, DesLauriers, and Martin. Members absent: Albers and Reid. 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. PLEDGE OF ALLEGIANCE (7:00 p.m.) III. ADDITIONS TO THE AGENDA (7:03 p.m.) Johnson requested to add an item to the agenda, Updated Contract for Fire Protection with Loretto Fire Department, as Item 8B. The agenda was approved as amended. IV. APPROVAL OF MINUTES (7:04 p.m.) A. Approval of the May 16, 2023 Work Session City Council Meeting Minutes Moved by Martin, seconded by DesLauriers, to approve the May 16, 2023 work session City Council meeting minutes as presented. Motion passed unanimously. B. Approval of the May 16, 2023 Regular City Council Meeting Minutes Martin noted that prior to the meeting Johnson circulated changes that she proposed for incorporation. Moved by Martin, seconded by DesLauriers, to approve the May 16, 2023 regular City Council meeting minutes as amended. Motion passed unanimously. C. Approval of the May 17, 2023 Special Session City Council Meeting Minutes Moved by Martin, seconded by DesLauriers, to approve the May 17, 2023 special session City Council meeting minutes as presented. Motion passed unanimously. V. CONSENT AGENDA (7:05 p.m.) A. Approve Updated 2023 Meeting Calendar and Updated Personnel Policy 5.70 Holiday to Include Juneteenth B. Resolution 2023-66 Accepting Resignation of Community Service Officer Jacob Milinkovich and Approve Recruitment of Vacant Community Service Officer Position C. Approve Appointment of Tanner Weise to Police Officer Medina City Council Meeting Minutes June 6, 2023 2 D. Approve Appointment of Breanna Growth to Office Assistant in the Police Department E. Approve Fireworks Display Contract Agreement with PC Pyrotechnics, Inc. F. Approve Quote from EPA Audio Visual for City Council Chambers Upgrades G. Approve Quote from Robert Braun Painting LLC. For City Council Chambers Painting H. Approve Quote from Alternative Business Furniture for the Election Storage Room I. Resolution Accepting Donation from Dick Avery Memorial J. Resolution Accepting Donations for the 2023 Bike Rodeo K. Resolution to Publish Ordinance 709 by Title and Summary L. Approve Water Treatment Plant Filters 1 and 2 Rehabilitation Project Change Order No. 1 M. Approve Letter of Support for Fee Waivers for Melrose Commons Johnson noted that staff is requesting to pull items I, J, K, and M. Moved by Cavanaugh, seconded by DesLauriers, to approve the consent agenda as amended. Motion passed unanimously. VI. COMMENTS (7:06 p.m.) A. Comments from Citizens on Items not on the Agenda There were none. B. Park Commission Scherer reported that the parks have been busy with baseball, soccer, and pickleball. DesLauriers noted the scoreboard has been hooked up at Hamel Legion Park and looks great. C. Planning Commission Finke reported that the Planning Commission will meet the following week to consider four items related to the Preserve of Medina, Reflections Dental, a rezoning request, and a replat of a lot within School Lake Nature Preserve. VII. PRESENTATIONS (7:09 p.m.) A. Resolution 2023-70 Recognizing Dave Hall for 20 Years of Service Martin read aloud the draft resolution recognizing Dave Hall for 20 years of service. Nelson thanked Dave Hall for his work in the Police Department and the many duties he has fulfilled during that time. Moved by Martin, seconded by Cavanaugh, to adopt the Resolution 2023-70 recognizing Dave Hall for 20 Years of Service. Motion passed unanimously. B. Audit Presentation Martin recognized the hard work of both the audit team and City staff to prepare for the audit and manage the financial details of the City. Medina City Council Meeting Minutes June 6, 2023 3 Justin Nilson, Abdo, thanked the City for continuing to use Abdo for this process and commended City staff for their cooperative efforts during the process. He reported a clean, unmodified opinion on the 2022 financial reports. He stated that there were no instances of noncompliance found. He reviewed the two findings related to the preparation of financial statements, which is not a new finding and is common for small cities and related to a material audit adjustment. He provided additional details on the general fund, reserve fund, special revenue fund, capital project fund, and enterprise funds. DesLauriers noted that there are gaps in some of the funds related to cash balance and required balance. Nilson commented that everything within the cash reserve should be tied to a future plan/project. He commented that what is a lot or a little is dependent on the plans of the City in the future. DesLauriers asked for comparisons to other cities. Nilson commented that the cities do not compare to each other because they each have different challenges and ages of infrastructure. He stated that from the perspective of the enterprise fund, he does see costs going up with aging infrastructure noting that some cities have planned for those expenses while others have not and will have to issue debt. He stated that Medina does have a nice balance with where it sits with cash balances which has been consistent throughout the past three years. He also reviewed per capita and comparison information. Moved by DesLauriers, seconded by Cavanaugh, to accept the 2022 Audit from Abdo. Motion passed unanimously. V. CONSENT AGENDA (Continued) (7:32 p.m.) M. Approve Letter of Support for Fee Waivers for Melrose Commons Johnson noted that this item does not require four votes and therefore action could occur with three Council Members. Cavanaugh explained that he is in support of the project in general and thinks utilizing TIF is an excellent way to help the project. However, he has reviewed the financial documents and still has questions and is not ready to commit to the fee waiver. Martin thanked Cavanaugh for his input. She noted that in December of last year staff presented a policy proposal related to how funds could be used for affordable housing through a fee waiver process. She reviewed the calculation that was determined to be used to spread those funds between different affordable housing projects. Barnhart commented on the funds that are set aside for affordable housing and the County program the City participates in. She confirmed that they developed an equitable formula to be used that would assist in affordable housing development. Finke provided additional details on the requirement for participation in the County program and how the calculation was determined in order to provide equity to those proposing affordable housing. Medina City Council Meeting Minutes June 6, 2023 4 Cavanaugh stated that he does agree to some type of contribution in order to check the box but still has some questions and wants to ensure there would be additional funds available. Martin noted that the overall commitment will be less because of the Legislature’s recent 4d property tax reduction with the use of TIF. DesLauriers commented that the fund has just been growing and now the City has an opportunity to use some of those funds, but the fund would receive additional allocations each year. Cavanaugh referenced the price point of these homes compared to existing homes. Martin commented that part of the cost would be related to the structural steel that would be needed. She commented on the difference in building townhomes compared to an apartment building with underground parking. Cavanaugh commented that he wants to support this and believes it would be a good project for the area, but he is just not there yet. Martin noted that there would be another opportunity to look at the final costs. She stated that this request is simply related to the contribution. Barnhart commented that the per unit reduction is not based on the money on hand but is a projection of what would be accrued over time and would not prohibit the City from committing to a future project. Cavanaugh appreciated that but stated that he still has an issue with the cost. He stated that public dollars are being requested by a private developer which would result in a high-end unit price. Sally Rabban from CommonBond commented that they are a nonprofit not a private developer. She stated that Commonbond is the developer. She stated that Commonbond typically does not do underground parking but worked with the City to meet that requirement. She stated that typically their projects are four stories, whereas Medina only allows three stories. She noted that the underground parking increased the cost by $30,000 per unit. She stated that Commonbond is not profiting from this project, only paying its staff for their work on the project. She stated that Commonbond is purchasing the land, building the project, will continue ownership, and manage the building. She commented on the experience Commonbond has in development. DesLauriers agreed that the cost per unit is excessive but stated that he is not getting caught up on that price if the fees are fixed through the policy. He stated that the contribution per unit has been set, regardless of the end unit price. Cavanaugh commented that he does feel more comfortable knowing it is a nonprofit. Finke explained that an affordable housing project has a strategy in funding, therefore having funding support from a municipality assists the project in gaining points for the major funding mechanism. Medina City Council Meeting Minutes June 6, 2023 5 Cavanaugh confirmed the total City contribution to be $260,000 between the fund and TIF. Martin commented that she believes that to be a good number that she is comfortable with as long as the project does not change. Moved by DesLauriers, seconded by Cavanaugh, to approve the letter of support for fee waivers for Melrose Commons. Motion passed unanimously. VIII. NEW BUSINESS A. Hackamore Road Improvement Project (7:54 p.m.) Johnson stated that the City has been working on plans for this project since 2020 in conjunction with the City of Corcoran. He stated that a Joint Powers Agreement has been developed and it has been requested that the City Council accept the lowest responsible bid for the proposed project, which came in under the engineer’s estimate. Stremel stated that the City has been working on this project for several years. He stated that the bids have been received and staff is asking for the project to be awarded. He reviewed the project corridor and noted that the stormwater has been provided offsite. He noted that the project would have four phases, as proposed, and reviewed the proposed improvements. He provided details on the open house meetings held for the public where they were able to answer some questions. He reviewed the total project cost and noted a large portion of the project costs are being funded outside of the two cities. 1. Resolution 2023-71 Accepting Bids and Awarding the Contract Moved by Martin, seconded by DesLauriers, to adopt Resolution 2023-71 accepting the lowest responsible bid and awarding the contract to Valley Paving, Inc. for the Hackamore Road Improvement Project in the amount of $5,445,445.00, contingent upon approval by the Corcoran City Council. Motion passed unanimously. 2. Joint Powers Agreement Moved by Martin, seconded by Cavanaugh, to approve the Joint Powers Agreement between the cities of Corcoran and Medina. Motion passed unanimously. B. Updated Contract for Fire Protection with Loretto Fire Department (8:04 p.m.) Anderson stated that the merger between the Loretto Fire Department and Hamel Fire Department has been completed and therefore a new contract for services is needed. He stated that this would be done by amending the existing contract for services and provided an overview. Martin noted a handwritten date which she did not feel appropriate and asked that date be updated as of July 1, 2023. Anderson confirmed that date would be updated. Moved by DesLauriers, seconded by Martin, to approve the updated contract for fire protection with Loretto Fire Department as presented. Motion passed unanimously. Medina City Council Meeting Minutes June 6, 2023 6 IX. CITY ADMINISTRATOR REPORT (8:09 p.m.) Johnson stated that Medina has been asked to be the local government unit by the Highway 55 Corridor Coalition to pursue funding for Highway 55 improvements. He confirmed the consensus of the Council in support. X. MAYOR & CITY COUNCIL REPORTS (8:11 p.m.) Martin noted that she attended the Long Lake Fire Department meeting earlier today and provided a summary. XI. APPROVAL TO PAY THE BILLS (8:14 p.m.) Moved by Cavanaugh, seconded by DesLauriers, to approve the bills, EFT 006846E- 006866E for $76,044.55, order check numbers 054348-054417 for $673,675.08, and payroll EFT 0512738-0512768 for $64,478.17, and payroll manual check 20456-20457 for $6,662.81. Motion passed unanimously. V. CONSENT AGENDA (Continued) (8:20 p.m.) Albers arrived. I. Resolution 2023-67 Accepting Donation from Dick Avery Memorial J. Resolution 2023-68 Accepting Donations for the 2023 Bike Rodeo K. Resolution 2023-69 to Publish Ordinance 709 by Title and Summary Moved by DesLauriers, seconded by Cavanaugh, to approve items I, J and K of the Consent Agenda. Motion passed unanimously. Cavanaugh left the meeting. XII. CLOSED SESSION: POLICE UNION CONTRACT PURSUANT TO MINN. STAT. 13D.03 Moved by Martin, seconded by DesLauriers, to adjourn the meeting to closed session at 8:21 p.m. to discuss the Police Union Contract pursuant to Minn. Stat. 13D.03. Motion passed unanimously. The meeting returned to open session at 9:35 p.m. XIII. ADJOURN Moved by DesLauriers, seconded by Martin to adjourn the meeting at 9:35 p.m. Motion passed unanimously. __________________________________ Kathleen Martin, Mayor Attest: ____________________________________ Caitlyn Walker, City Clerk