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2017-02-21 Council MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, February 21, 2017 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 7:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Garlock called the meeting to order at 7:00 p.m. Councilmembers Miller, Petschel, and Paper were also present. Councilmember Duggan was absent. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Garlock presented the agenda for adoption. City Administrator Mark McNeill noted that the applicant requested that item 9a be deferred. Councilmember Paper moved adoption of the agenda as amended. Councilmember Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) CONSENT CALENDAR Mayor Garlock presented the consent calendar and explained the procedure for discussion and approval. Councilmember Petschel moved approval of the consent calendar as presented and authorization for execution of any necessary documents contained therein, pulling items a. Approval of February 7, 2017 City Council Minutes and c. Approval of February 13, 2017 Closed Session Minutes. a. Approval of February 7, 2017 City Council Minutes b. Approval of February 9, 2017 Council Work Session Minutes c. Approval of February 13, 2017 Closed Session Minutes d. Acknowledgement of January 2017 Fire Synopsis e. Acknowledgement of January 2017 Building Activity Report £ Acknowledgement of January 2017 Treasurer's Report g. Authorize 2016 Auditing Services with Bergan KDV h. Authorize Purchase Order for Removal of Invasive Species Management i. Authorize Participation — Open to Business j. Negotiate Contract for 2017 Clean Up Day k. Appoint Scott Goldenstein as Assistant Fire Chief 1. Approval of Claims List Councilmember Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) PULLED CONSENT AGENDA ITEM A) APPROVAL OF FEBRUARY 7, 2017 CITY COUNCIL MINUTES Councilmember Petschel noted the minor edits to the February 7, 2017 City Council Minutes. Councilmember Petschel moved to approve the February 7, 2017 City Council Minutes as amended. Councilmember Paper seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) C) APPROVAL OF FEBRUARY 13, 2017 CLOSED SESSION MINUTES Mayor Garlock stated that a closed session of the City Council was held on February 13, 2017. The purpose of the meeting was to discuss a litigation issue. He reported that no action was taken by the City Council during the closed session. Counciimember Petschel moved to approve the February 13, 2017 Closed Session Minutes. Counciimember Miller seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) PUBLIC COMMENTS Ms. Michelle Patrick, 890 Mendakota Court, expressed her appreciation to the City Council for approving the name change of the Mendota Heights SK to "Officer Scott Patrick Memorial SK to Benefit Special Olympics". She thanked the Council for making sure that this great man was not forgotten. Feb�°zta�y 21, 2017 Mendota Heights City Counczl Page 2 of 9 PRESENTATIONS A) FUTURES CITIES PRESENTATION Mr. John Mazzitello explained that a team of students from Friendly Hills Middle School participated in the Futures Cities competition. This is the 25th year that Future Cities has been in existence and the 91h year that Friendly Hills has participated. Mr. Mazzitello explained this year's theme was "The Power of Public Spaces" where the teams had to focus on the utilization and placement of public spaces. Ms. Crystal Mielke, the teacher from Friendly Hills Middle School involved in the program, introduced sixth graders Stella, Vivian, Emily, and Katie who presented their competition entry titled "Willow Grove". Mr. Mazzitello noted that the "Willow Grove" team won the "Best City Model" award. The team members answered questions from the councilmembers. B) COMMUNITIES FOR A LIFETIME City Administrator Mark McNeill explained that Communities for a Lifetime Initiative (CLF) is a program that is sponsored by the Dakota County Public Health Department. This is a timely presentation as communities in the metropolitan area are looking at their comprehensive plan updates. Mr. Jess Luce explained that Mendota Heights was part of a pilot project for the City Profiles completed by CLF. CFL works to help make communities better places to grow old. The basic premise behind this is that having healthy, active, and successful residents benefit the whole of the community. Some of the things incorporated into Community for a Lifetime include transportation options, walkability of the community, a full range of affordable housing or housing options, services that support older adults and caregivers, flexible and supportive employment and volunteer opportunities, effective technology, and affordable healthcare and caregiver support. Mr. Luce noted that it is hoped that this presentation will raise awareness of demographic changes and their implications to spur communities to take action. Each community has its own strengths and gaps; and his desire is to get communities and cities to start thinking more about this. Mr. Luce continued by explaining that the City Profiles were completed in December 2016 and highlights how age -friendly the City is in comparison to neighboring communities. The profile covers population, livability, housing, mobility, land use, community life, and age -friendly policies. Councilmember Paper noted that Mr. Luce had mentioned that populations were remaining in the counties they were raised in or lived in most of their lives and asked if that was a national trend or just a Minnesota trend. Mr. Luce replied that this is being seen nationally; most residents will stay put where they are as they age. Councilmember Petschel stated that the City is currently struggling with the development of the final lots in The Village. One point made was that in the heart of the City, there should not be any fear of density. February 21, 2017 Mendota Heights City Council Page 3 of 9 Mayor Garlock asked if Mr. Luce had any recommendation for density in The Village area. Mr. Luce replied that he does not know the density codes but said that mirroring the density of the apartment building would be nice. PUBLIC HEARING No items scheduled. NEW AND UNFINISHED BUSINESS A) RESOLUTION 2017-21 APPROViNG A LOT SPLIT 697 WESLEY LANE This item was deferred at the request of the applicant. B) AUTHORIZE SOLAR ENERGY GRANT APPLICATIONS City Administrator Mark McNeill explained that staff was wanting to gauge the Council's interest in applying for two grants, which would allow the City to reap some benefits from solar energy. The first is the Made in Minnesota (MiM) Program that is administered through the Minnesota Department of Commerce. The intent was to help the solar energy manufacturing industry in Minnesota. This particular program is open from January 1 through February 28. If successful, the benefit to the City would be that the grant would fund the solar panels and their installation. The City would receive a 25% reduction in its retail electrical charges. After twelve years, the City would receive 100% of that. Winners of this program are determined by lottery. The other program is the Solar Rewards Rebate Program, which is through Xcel Energy. It is not as attractive in terms of the payback; nevertheless, it is a good program. Applications are considered on a first-come, first-served basis. The City has five buildings that could have solar energy panels installed on them; City Hall, Public Works, Fire Station, and two buildings at Par 3. The recommendation staff has received is that the City applies for each of the buildings individually as a separate grant application. Staff was looking for direction from the Council on if they would be interested in applying for these grants and if so, which buildings would they like to see solar energy installed on. Councilmember Paper asked who would be tasked with maintaining the solar equipment. Administrator McNeill replied that he would recommend contracting that out. Councilmember Miller asked how many years the pay down would be. Administrator McNeill replied that under the MiM grant program, the program would pay for the cost of installation and the maintenance for the initial 12-year period. After 12 years, the City would become the owner of the system. As mentioned earlier, the City would receive a 25% savings in its electrical bills for the first 12 Februa�y 21, 2017 Mendota Heights Ciry Councrl Page 4 of 9 years; after that time, 100% of the electrical benefit would go to the City. The Xcel program has similar payback times. Councilmember Petschel asked if there would be any point in time where the City could capture the energy and use it as a backup. Mr. Rich Ragatz from Ideal Energies replied that currently that is cost prohibitive to have the backup power. All of the power that is generated would be used on site. If there is any excess it would go back to the grid and the City would receive a credit on their bill. Councilmember Paper asked if there were other businesses or school districts in the community currently using solar energy. Mr. Ragatz replied that they did this with Minnesota Knitting Mills who are using two ground -mounted solar panels. Councilmember Miller asked how the panels work in the winter during snowstorms. Mr. Ragatz replied that in their production numbers, they take into account a 50% reduction in January and December, and then 25% reduction in November and February, because of the shorter days and the angle of the sun. The panels are self-cleaning and there are no moving parts. The expected useful life is 40 years and there is a 25 -year warranty on the equipment. Councilmember Miller asked if there would be any issues with relocating a system that has already been installed on a building onto another building. Mr. Ragatz replied that with this program they would have to keep the solar system on the building that it is approved for. Councilmember Petschel asked about risk to the asphalt roof with the roof -mounted systems. Mr. Ragatz replied that there is not a whole lot of risk, it is just a matter of aesthetics. He stated that if there is a flat roof, they have a system that would sit on top of the roof membrane. They have a structural engineer that would do a structural report making sure the additional four pounds per square foot would be able to be handled based on the structure. They would put concrete blocks on aluminum trays on the corners and edges to hold it down, based on a specific wind and snow loads. It would also be possible to service the roof membrane if a leak were to be discovered. In regards to maintenance, for the twelve years there is a production -based incentive that is available for both programs. Ideal Energies would take care of the system for all twelve years. They will handle any maintenance that comes up. Councilmember Paper asked what parts or pieces could go bad. Mr. Ragatz replied that they have done 150 of these installations and they have found that typically in the first six months there may be some start up issues or tweaks necessary; however, once those are fixed it is pretty much smooth sailing. There are no moving parts, the panels are made of tempered glass and engineered for 50 mph hour wind and an inch of hail; they have heavy-duty aluminum backing. They are built to last and built to be out in the elements. Councilmember Petschel asked if there would be any issues with lightening. Mr. Ragatz replied that they have grounding that is part of the installation and they have not had any issues with lightening. Of the 10,000 panels they have out there, only three have cracked because of hail. Councilmember Paper asked how many panels they would need to install on a building like City Hall. Mr. Ragatz answered that it would depend on which program the City goes with. The 20 -kilowatt would February 21, 2017 Hendota Heights City Council Page 5 of 9 be approximately 50 panels and double that for the 40-kilowatt. There is also the option of doing a ground mount. For the 20-kilowatt they would need approximately 1,800 square feet of space and for the 40-kilowatt they would need approximately 3,600 square feet. However, they can size the kilowatts to fit '' the building and it would all be proportional. Councilmember Miller asked how much space would be needed inside the building. Mr. Ragatz replied that they go into the electrical room and into the existing panel and put a bi-directional meter on there, which is pretty small. That would take the energy created from the solar array first and then supplement from the grid. Councilmember Paper asked if there were a lot of residential solar arrays in town. Councilmember Petschel noted that, just within the past year, the City streamlined the application process for solax panels. She estimated at least a half-dozen applications have been received. Discussions took place regarding the iive building options and where it would be best to install the systems at each location; most beneficial would be south-facing. Councilmember Paper asked how specific the applications needed to be in regards to buildings, sizes, locations, etc. Administrator McNeill noted that each of the iive buildings under consideration qualify for a 20-kilowatt and a 40-kilowatt system. Estimated cost savings annually would be several thousand dollars. Councilmember Miller moved to authorize the submission of grant applications for both the Made in Minnesota, and the Xcel Energy Solar Rewards Rebate Programs for all five buildings under consideration. Councilmember Garlock seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) C) SUMP PUMP INSPECTION PROGRAM UPDATE Public Works Director Ryan Ruzek noted that staff is in the early stages of the Sump Pump Inspection Program. The City has exceeded its allowable flows to the Metropolitan Council treatment plant and is subject to a$97,000 per year surcharge from the Metropolitan Council. The City has chosen to put that $97,000 into infrastructure rather than just continuing to pay the surcharge. The City has to put in approximately $500,000 by the year 2018 and will reach that goal without any problems. One of the ideas was to look at where all of this excess water was coming from. It is known and understood that the City has an aging sewer system that can let some ground water infiltrate into; but another source could be sump pumps that are connected to the sanitary sewer system (floor drain, laundry tub, or direct connection). It is anticipated that approximately half of the homes in the City would be inspected to see if they have a sump pump and where it discharges to. February 21, 2017 Mendota Heights City Council Page 6 of 9 Notices have gone out to some residents. The inspectors from the consultant (Foth Infrastructure & Environment, LLC) have city badges and are authorized to do the inspections. The consultant is also informing the Police Department what areas they are working in. Of the 2,000 homes to be inspected in this first phase, a number of properties are located on the north end of town (north of Wentworth and east of Wachler); between Lexington and Victoria (between Highway 110 and Highway 13); and the Copperfield area. Properties that are in compliance will receive a Certificate of Compliance; properties that are not in compliance will be required to make repairs. Councilmember Paper asked for those homes not in compliance, how much time will they be given to update their property. Mr. Ruzek replied they would be given either 60 or 90 days. Staff would be willing to work with the resident if that time frame is insufficient. Mr. Ruzek also noted that there are several locations that are experiencing severe icing due to sump pumps that have been running in the winter. Staff will most likely propose adding about five to ten catch basins in some select locations. The homeowners then could connect into those storm sewer systems underground so their sump pump water is never flowing over the surface. Staff is still in the process of assessing those areas and putting that plan together. Councilmember Petschel asked for confirmation that this program is modeled somewhat after the one in Eagan. Mr. Ruzek confirmed. Mr. Ruzek also noted that it has been illegal to discharge sump pump water since the late 1960's. Councilmember Petschel asked City Attorney Tom Lehmann to explain what could be done if someone refuses access to the property. Attorney Lehmann stated that other municipalities have looked at either a service fee or a penalty. Or a home owner could hire a licensed plumber to do the inspection and the plumber could certify that they are either in compliance or not in compliance. Ultimately, the City could obtain an administrative search warrant if they wanted to go to that extend to inspect the property. Councilmember Paper asked if there is a cut-off date for the homes being inspected— say a home was built after 2001 — that they could be exempt from inspection. Mr. Ruzek replied that this is an illegal connection no matter the age of the home or property. Councilmember Paper asked if there are grants available or other means of obtaining help if this were to be an expensive fix. Mr. Ruzek replied that there are no regional programs that he is aware of. The City could consider funding if they so choose. Since this was for information purposes only, no motions or decisions were necessary. D) RESOLUTION 2017-19 — 2017 SANITARY SEWER RATE ADJUSTMENT Public Works Director Ryan Ruzek explained that the Metropolitan Council controls approximately 64% of the City's sewer utility expenses through their sewer rate charge. In 2017, the Metropolitan Council has raised their sewer treatment rate 5.8% over the 2016 rate. In turn, staff is proposing to raise February 21, 2017 Mendota Heights City Council Page 7 of 9 the base rate to their residents by 5%, to $68.35 per quarter, an increase of approximately $3.27 per quarter, $1.09 per month, or $13.08 per year. By increasing the billed rate 5%, and by adjusting the schedule of capital improvement projects, the Sanitary Sewer Utility Fund remains sustainable. Even after the proposed 5% sanitary sewer rate increase, the City will remain as having one of the lowest base sanitary sewer rates in northern Dakota County. Councilmember Petschel moved to adopt RESOLUTION 2017-19 AUTHORIZING SANITARY SEWER USAGE RATES BEGINNING IN THE FIRST QUARTER 2017. Mayor Garlock seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) E) RESOLUTION 2017-20 — 2017 STORM WATER UTILITY RATE ADJUSTMENT Public Works Director Ryan Ruzek explained the storm sewer utility fee funds the City's storm sewer pipes, catch basins, pond maintenance, education activities, MS4 permitting, as well as other projects. The storm sewer utility bill was approximately $3.50 per quarter around 2004, raised to $5.00 per quarter in 2006, and raised to $7.25 per quarter in 2010. Staff is proposing to increase the rate this year to $10.00 per quarter. Commercial, Golf Course/Cemetery, and Institution rates would remain flat. It is anticipated this rate increase would generate $40,000 annually in revenue. There are a number of ` expenses occurring in 2017 and it will take a couple of years after that to build the balance back up. Councilmember Miller asked that Mr. Ruzek speak to the pond maintenance projects potentially scheduled for 2019 and 2020. Mr. Ruzek replied that he knows that the City is in need of doing pond maintenance; however, they have not made it into any Capital Improvement Plans at this time. The need is there so the numbers have been added to the report as a placeholder. He also noted that it would cost approximately $50,000 per pond for maintenance, and the City has over 100 ponds. Currently, a consultant is updating the surface water management plan. A draft plan will be available for presentation to the Council later this year. Councilmember Petschel asked for confirmation that the City was waiting to hear what the state mandate is going to be in terms of pond maintenance. Mr. Ruzek stated that the City has completed a pond inventory. All communities are going to need to prove that the ponds are actually treating storm water to a certain level. Staff is including that model in their current surface water management plan. Counciimember Paper moved to adopt RESOLUTION 2017-20 AUTHORIZING STORM WATER UTILITY RATES BEGINNING 1N THE FIRST QUARTER OF 2017. Councilmember Petschel seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) February 21, 2017 Mendota Heights City Counczl Page 8 of 9 COMMUNITY ANNOUNCEMENTS Public Works Director Ryan Ruzek noted that staff has been working with a master gardener group, and will be holding a workshop titled Landscaping for Pollinators Workshop. It will teach residents how to create a sustainable landscape using native plants that will attract pollinators. The first free session is on February 23, 2017. An advanced class will be held on February 27, 2017 where staff will provide maps and sit down and do one-on-one work to help people design gardens within their property. City Administrator Mark McNeill introduced Mr. Tim Benetti, Community Development Director. He will be handling planning, economic development, and other issues for the city. He has a great deal of experience and everyone is very happy to have him in Mendota Heights. COUNCIL COMMENTS Councilmember Paper congratulated the Friendly Hills students on the Willow Grove team. He expressed his appreciation to John Mazzitello for continuing to support those teams at Friendly Hills. Councilmember Miller wished the best of luck to the Visitation Girls Hockey Team; they partnered up with St. Paul Academy to play varsity hockey under the title St. Paul United. They are participating for the third year in a row in the State Hockey Tournament on February 22. Councilmember Petschel expressed her appreciation to the Willow Grove team for coming to the meeting with their model city and to Mr. John Mazzitello. She stated that this is an example of the synergy that can be found between the schools and the city, the same with the water testing done on Rogers Lake by St. Thomas Academy students. There are many instances of efforts that can be done like this that would benefit the city, create synergy between the city and the schools. She encouraged residents who have ideas like these to please contact her. ADJOURN Councilmember Petschel moved to adjourn. Councilmember Paper seconded the motion. Ayes: 4 Nays: 0 Absent: 1 (Duggan) Mayor Garlock adjourned the meeting at 8:45 p.m. ATTES Lorri Smith City Clerk Neil Garlock Mayor Februajy 21, 2017 Mendota Heights City Council Page 9 of 9