2016-05-24 Council Workshop minutesCITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Council Workshop
Tuesday, May 24, 2016
Pursuant to due call and notice thereof, a workshop of the Mendota Heights City Council was held at
City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota.
CALL TO ORDER
Mayor Krebsbach called the meeting to order at 1:05 p.m. The following members were present:
Councilmembers Duggan, Norton, Petschel. Councilmember Povolny joined the meeting at 1:10 p.m.
PUBLIC SAFETY
a. Discussion of Use of Barbeque Grills on Townhouse Decks - City Administrator Mark McNeill, Fire
Chief John Maczko, and Fire Marshal Jim Lee provided the Council with background information
on the revised Code relating to grills on decks and patios. The ordinance had been changed in July
2015 to state that grilling within 15 feet of the structure is not allowed in any structure containing
three or more residential units.
Connie Roehrich, representing residents of the Ivy Keep and Ivy Hill Townhomes, was present to
discuss how this new revised ordinance affects them. Councilmember Povolny suggested installing a
permanent gas line to the grills on the decks, which would be allowed under this ordinance.
The Council discussed a possible compromise of no grilling within 8 feet of the building instead of
the current 15 feet as stated in the ordinance.
b. Police Study Follow-up — Police Chief Aschenbrener reviewed with the Council the
recommendations from the McGrath study and the suggested implementation process. The Council
reviewed proposed job descriptions for a new Captain position and a new Community Service
Officer position and the costs associated with each.
By consensus of the Council, the job descriptions for these two new positions, and proposals for
psychological services, will be brought forward to the Council.
FINANCIAL
a. Water Fees —Water Tower Fund Balance and 10% Surcharge -City Administrator Mark McNeill,
Finance Director Kristen Schabacker, and Public Works Director John Mazzitello discussed with the
Council the status of the Water Tower Fund balance. It was noted there is currently approximately
$1.4 in the fund, which has been accumulated from revenues of the water surcharge and the cell
tower revenue. Mr. Mazzitello stated that, in an earlier conversation that he had had with City
Attorney Tom Lehmann, he had been advised that the revenue from the water bill surcharge can only
be used for infrastructure improvements. However, the revenue from the cell tower rents can be
used for any city need.
By Council consent, it was determined that the water surcharge of 10% will be left at this rate. The
Council agreed to revisit the use of the balance of the Water Tower Fund during discussions for the
FY 17 Budget.
By Council consent, it was also agreed that a portion of the Water Tower Fund balance will be used
to fund the sump pump inspection program.
DEVELOPMENT
a. Village Lots Update — Concept Proposal — Administrator McNeill and Planner Nolan Wall
discussed with the Council a concept proposal for development of the three vacant lots at The
Village at Mendota Heights. During the past year, staff had explored the possible use of a restaurant
at this site. Mr. Ross Fefercorn, developer of The Village, had earlier provided a concept plan
which showed a continuation of the residential development at this site.
The Council expressed the desire to conisder additional possibilities for the development of this
site, and directed staff to send out a Request for Proposals to solicit other proposals.
b. Solar gardens — City Administrator McNeill discussed with the Council a solar garden concept,
which would allow the City to enter into a subscription agreement to purchase solar -generated
electricity from a joint solar energy provider. He said that staff had recently received information
from GreenMark Solar regarding the possibility of having the City agree to be a part of a
community solar garden. Since GreenMark required a response by June, the Council concluded
they would not go forward with this proposal, but would like to consider this concept in the future.
PUBLIC WORKS
a. Sump Pump Implementation — Public Works Director John Mazzitello explained the proposed sump
pump inspection program. It was estimated that approximately 2100 to 2500 properties will need to
be inspected, to be certain that no clear water is being discharged into the city's sanitary sewer
system. He said that homes built after 2001 will not need to be inspected, as they would be covered
under a newer building code. It is estimated that the inspections will take approximately 9 to 12
months; he estimated the cost of the program to be $180,000 to $220,000 to implement.
By Council consent, the draft ordinance and Inflow and Infiltration Policy will be brought forward
to a future Council meeting for consideration. The inspection program will allow two contacts with
the homeowner at no fee (an initial inspection and a final inspection), and that there would be a
charge a fee for any additional homeowner contacts which are needed for compliance. This charge
will be added to the fee schedule.
May 24, 2016 Mendota Heights City Council Page 2
b. Snow Plowing Policy — Public Works Director John Mazzitello presented a revised snow plowing
policy. One change being proposed is that snow plow operators will not be allowed to clear private
driveways or parking lots. In addition, a $50 reimbursement for damage to a mailbox will be
included in the policy. Also proposed to be included will be damage to city equipment from objects
in the right of way will be the property owner's responsibility.
The Council accepted the proposed changes and these will be brought forward to the Council for
approval.
c. Ash Tree Management Policy — Public Works Director John Mazzitello reviewed with the Council
an Ash Tree Management Policy. This policy is in response to a spreading infestation by the
Emerald Ash Borer insect in Minnesota. An inventory of the trees in Mendota Heights performed
in 2015 found more than 600 ash trees on City rights of way, with an additional 70 ash trees in the
City's parks.
The policy states that any ash trees which are located in a developed right of way and showing signs
of decline will not be replaced. Ash trees located in city parks and showing signs of decline will be
evaluated for replacement on a tree by tree basis. Those trees in parks that are deemed valuable to
the park will be replaced with a non -ash species of tree, as funding permits.
The Council accepted the policy and this will be brought forward to a regular Council meeting for
action.
IT POLICY FOR COUNCIL
Assistant to the Administrator Tamara Schutta presented a letter received from the League of
Minnesota Cities discussing loss control topics. This was in conjunction with the League of
Minnesota Cities Insurance Trust property, liability and/or workers' compensation program. They
completed a Data Security survey which included assessing the risks of data breaches, virus
contamination, hacker attacks, and employee misuse.
Recommendations from the survey included the City should develop a Social Media Policy. Staff
is currently reviewing a draft policy and will bring this forward to the Council.
She recommended that the City also develop a policy for the retention of records for the City's
social media sites. Staff is reviewing the current Records Retention policy, and will include this in
a section in the Social Media Policy.
Ms. Schutta said that the City should also consider training employees and elected officials on the
importance of technology security and data retention. Staff has provided two training sessions in
the past for employees and will invite the Council to attend any future training sessions.
Finally, she recommended that the City should consider a policy to require all elected officials to
use a City provided email address. The consensus of the Council was for each Councilmember to
use a web based email account which is kept separate from their personal email.
May 24, 2016 Mendota Heights City Council Page 3
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Mayor Krebsbach adjourned the meeting at 4:40 p.m.
S a Krebsbach
Mayor
ATTEST:
Lorri Smith
City Clerk
May 24, 2016 Mendota Heights City Council page 4