2020-05-11 Council Work Session MinutesCITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Council Work Session
Held Tuesday, May 11, 2020
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 Garlock called the meeting to order at 2:00 p.m. via teleconference. Council members Duggan,
Miller, Paper, and Petschel were also present. Staff in attendance included City Administrator Mark
McNeill, Assistant City Administrator Cheryl Jacobson, Public Works Director Ryan Ruzek, Fire Chief
Dave Dreelan, and City Clerk Lorri Smith.
DISCUSSION OF NATURAL RESOURCES PLAN
Public Works Director Ryan Ruzek explained the status of updating of the Natural Resources Plan. He
explained that the Council had budgeted $75,000 this year for this project. The intent of the budgeted
amount was that any additional funding that may be needed could be budgeted in 2021.
Mr. Ruzek explained that six companies responded to the request for proposals. A steering committee was
formed and they reviewed the proposals. The committee is recommending the proposal from AES for
consideration. The cost from them came in at $121,450, which is above the amount budgeted. The
proposal could be broken into two phases, with one phase being completed this year for a cost of $71,449.
Councilor Petschel asked if the public engagement portion of the proposal could be scaled back to save
costs, since this was already completed thoroughly through the updating of the Comprehensive Plan. Mr.
Ruzek stated that has already been scaled back but staff can review it again for additional cost savings in
this area.
Council Petschel asked if the areas of Pilot Knob, Dodd, and the Xcel corridor have been included in the
plan. Mr. Ruzek stated those areas have not been included.
Councilor Duggan asked if cemeteries and golf courses have been included in the plan. Mr. Ruzek stated
that no privately owned areas have been included, but staff is reviewing how those owners can be included.
He stated that Xcel has contributed $30,000 toward a corridor project, which included clearing of trees.
Staff intends to continue to work with them.
Councilor Miller stated it is important that the updating of this plan continue to move forward.
Councilor Paper inquired if the completion of Phase I of this plan would be enough for the city to start to
apply for grants.
Comments were received from the public:
Leslie Pilgrim — feels the public engagement part was approached in a comprehensive way during the
updating of the Comprehensive Plan. The costs proposed for public comment in the proposal bothers her.
Xcel Energy has committed to the corridor and we have a commitment from Great River Greening. She
would like to see the proposal lay out a pathway for the city to start to apply for grants. She would want to
see a list of commitments from the vendor to get access to grants.
Cindy Johnson — this is a science and research based document. The vendor being considered for selection
has a long term approach. She agrees the proposal costs for public engagement are too high.
Sue Light — she agrees that the public engagement portion of the plan is too expensive. This should be a
living document that staff can use. A plan is needed for funding. She would like to see the entire plan
approved, even if it is completed over two years.
Will Stein — we need a plan that will not sit on the shelf. Will need to look at the ordinances in the future.
This will set us up to implement the plan.
Councilor Paper inquired about the timing of this proposal. Mr. Ruzek stated if approved, this entire plan
may take 12 months to complete.
City Administrator McNeill stated that this could be added to the next City Council agenda for approval.
Mr. Ruzek noted that he will follow up with AES about making some amendments to the proposal before
that meeting.
DISCUSSION ON THE FIRE STATION SIGNAGE
AND PUBLIC USE OF TRAINING ROOM
Fire Chief Dave Dreelan discussed with the Council the new message board that will be installed in front of
the fire station. He gave the Council some suggestions on what types of messages to allow to be posted.
He noted that it may be difficult to advertise for events that are not city sponsored, since the city does not
have any specifics about those events and would not be able to answer any questions about the event.
The Council was in agreement that the message board should be reserved for official city business, to only
advertise City funded events or any safety warnings for the public.
The Council discussed the development of a Public Meeting Room Use Policy. It was noted that City Hall
meeting rooms are reserved and used by various outside groups. It is the intent that the new training room
at the Fire Station will also be used by the public. Staff is recommending a policy be developed and a use
fee and a damage deposit be required.
The Council agreed that a policy should be developed, and a fee for usage and a damage deposit should be
required. It was also discussed that only community based organizations should be allowed to rent the
meeting rooms.
DISCUSSION OF LIQUOR LICENSING FEES POSSIBLE REDUCTION
City Clerk Lorri Smith discussed with the Council the liquor licensing fees for on -sale licenses. The
current licensees are in the process of renewing their licenses for the next licensing period, July 1St through
June 30. Due to the financial impact of COVID-19 and the closing of restaurants to the public since mid-
March, the Council has been asked to consider allowing installment payments for the license fees or to
lower the license fees.
May H, 2020 Council Work Session Page 2
Mayor Garlock stated he was in favor of reducing the license fees by 20% and allowing four installment
payments.
Councilor Paper stated that he was concerned about if this is enough of a reduction in fees, given the hard
times we are in. He wondered if the credit could be extended.
Councilor Miller stated that he supports a per month credit until the restaurants are able to fully open to the
public.
Chief McCarthy suggested that a provision be included that states if the licensee were to violate any liquor
laws, then the license fee would need to be paid in full.
The Council was in agreement to allow the license fees to be reduce by 16.67% (2 months) at this time, and
if the Governor's order requiring the closing of restaurants to the public continues into the month of June
and later, then the City will allow an additional month of proportional credit to the on -sale licensees for
each month that the restaurants remain fully closed to sit-down dining options. The Council also wished
to allow the fees to be paid in four installments, and to require that the fees be paid in full upon a violation
of any liquor law.
COVID-19 UPDATE
Assistant City Administrator Cheryl Jacobson updated the Council on the COVID-19 issues on city
operations and finances. It was noted that the Administrator emailed a notice to all staff stating that
employees will be expected to return to their normal hours of work, beginning May 18th. He also included
detailed information and expections as the employees prepare to return.
It was noted that City Hall will not be opening up for the public to transact their business face-to-face at
this time. Public interaction will continue to be via telephone, email, US mail, and the public drop box.
Administrator McNeill noted some updates that are being considered, i.e. air circulation and safety glass
installed at the front counter.
Large ticket budget items that were scheduled to be included the 2021 budget were discussed. It was noted
by the Council that these items could be reconsidered a later year. The Council members noted the highly
valued AAA bond rating the City currently has in place and that the city needs to protect it.
Mayor Garlock adjourned the meeting at 4:00 pm.
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Neil Garlock, Mayor
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Lorri Smith, City Clerk
May 11, 2020 Council Work Session Page 3