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2022-04-19 Council Minutes CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes of the Regular Meeting Held Tuesday, April 19, 2022 Pursuant to due call and notice thereof,the regular meeting of the City Council, City of Mendota Heights, Minnesota was held at 6:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Levine called the meeting to order at 6:00 p.m. Councilors Paper,Mazzitello,and Miller,were also present. Councilor Duggan was absent. PLEDGE OF ALLEGIANCE Council,the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Levine presented the agenda for adoption. Councilor Miller moved adoption of the agenda. Councilor Mazzitello seconded the motion. Further discussion: Councilor Paper requested to move item 8c. to be considered as item 8a. Councilor Paper moved to amend the motion, moving item 8c. to be considered as item 8a. Councilor Miller seconded the amendment to the motion. Ayes: 4 Nays: 0 Mayor Levine noted that item 8a. would then become 8b. and item 8b. would then become item 8c. She called the vote on the amended motion to adopt the agenda. Ayes: 4 Nays: 0 CONSENT CALENDAR Mayor Levine presented the consent calendar and explained the procedure for discussion and approval. Councilor Mazzitello moved approval of the consent calendar as presented, pulling item j. for a separate discussion. a. Approval of April 5, 2022 City Council Minutes b. Approval of April 14, 2022 Council Work Session Minutes c. Acknowledge the March 8, 2022 Parks and Recreation Commission Meeting Minutes d. Authorize Purchase Order for Dugouts and Fence Work at Civic Center, Victoria Highlands, Valley, and Hagstrom King Parks e. Approve 2022 Workers Comp Renewal f. Approve Purchase Order for Tree Removal g. Approve Resolution 2022-27 Proclaiming Arbor Day h. Approve Resolution 2022-29 Approve Plans and Authorize an Advertisement for Bids for the Centre Pointe Street Improvements i. Approve an Agreement with Northern Lighter Pyrotechnics and Mendalcota Country Club for Independence Day Fireworks j. Approve City of Mendota Heights Volunteer Pokey and Progr k. Approve Resolution 2022-30 Approving the Standard Allowance Election for American Rescue Plan Act Funds 1. Approve 2021 Audit Items m. Approve February 2022 Treasurer's Report n. Approve the March 2022 Building Activity Report o. Approval of Claims List Councilor Miller seconded the motion. Ayes: 4 Nays: 0 PULLED CONSENT AGENDA ITEMS J) APPROVE CITY OF MENDOTA HEIGHTS VOLUNTEER POLICY AND PROGRAM Mayor Levine commented that this item was tabled at the last meeting in order to have the City Attorney review the policy. She asked staff to provide an overview. Assistant City Administrator Kelly Torkelson provided an overview of the proposed volunteer program and policy. She stated that the policy was reviewed by the City Attorney, with minor adjustments made. Councilor Mazzitello moved to approve VOLUNTEER POLICY AND PROGRAM. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 PUBLIC COMMENTS No one from the public wished to be heard. PUBLIC HEARING No items scheduled. April 19, 2022 Allendota Heights City Council Page 2 of 10 NEW AND UNFINISHED BUSINESS A) CONSIDERATION OF A PERMANENT PITCHING MOUND AT VICTORIA HIGHLANDS Parks and Recreation Manager Meredith Lawrence provided background information on the consideration of a pitching mound at Victoria Highlands. The Mendota Heights Athletic Association (MHAA) has requested a permanent pitching mound be installed. Councilor Miller asked the roles and responsibilities that MHAA would have if the permanent mound is chosen. Manager Lawrence stated that staff would ask that MHAA be responsible for watering, covering, tamping, and raking the mound. She noted that equipment cannot be brought onto the fields. Councilor Miller asked the amount of water the mound would require. Manager Lawrence stated that the consultant has stated that a mound is similar to a green on a golf course. She noted that there are many different factors that impact the amount of water that is needed. Councilor Miller asked if there would be indicators that the mound needs water. Manager Lawrence stated that mounds are not playable when they have too much water on them. She stated if a mound is too dry, it becomes brittle. She noted complaints have been received about a brittle mound at Hagstrom King. Councilor Mazzitello asked who would own and be responsible for a portable mound. Manager Lawrence stated that staff would recommend the City purchase the mound, so that it would become City property and MHAA could provide a donation for the portion of the cost. She stated that the City has followed this practice with other requests. Mayor Levine invited members of the public to provide input. Adam Crepeau, 1016 Douglas Road and current MHAA Baseball Commissioner, stated that Victoria Highlands has been used exclusively for 12U baseball and MHAA intends to continue to use the field for that purpose. He commented that the daily maintenance of Civic Center and Hagstrom King parks have been done in a similar fashion which is completed by the coaches and parents. He commented that they have looked to specialize fields in Mendota Heights for certain age use. He stated that permanent mounds are safer and more reliable. He asked the Council to follow the recommendation from the Parks and Recreation Commission. Nick Sattler, 1041 Marie Avenue, asked the Council to support a permanent pitching mound. He stated that his son will be playing at Victoria Highlands this year. The portable mounds at Harmon Park in West St. Paul are used by children under 12. He stated that a solid surface is important for safety. Portable pitching mounds get dirt on them and the surface then becomes slippery. He stated that his son stated that he would like a real mound because it does not slip, cannot be moved, and does not wobble. He stated that it takes less than a water bottle of water to ensure the mound is smooth again after the game. He commented that everyone associated with MHAA will be properly trained to maintain the mound. He commented that the fields represent the City and MHAA takes pride in them. He recognized the work of public works but noted that the parents do work beyond that. Henry Crepeau, 1016 Douglas Road, commented that he will be playing at the field next year and asked that a permanent mound be provided. He stated that a permanent mound provides consistency. April 19, 2022 Mendota Heights City Council Page 3 of 10 Mike Larson, 2238 High Point Court, commented that this is a reasonable request. He stated that his son has played on this field, used a temporary mound, and noted that it is better to have a permanent mound. He commented that when they play at fields in other cities,they take note of the conditions of those fields. He stated that a permanent mound is safer and provides a better experience. He stated that smaller step off mounds are wobbly and teeter. He believed that it is worth the effort and expense to have a permanent mound. He noted that younger teams could play in front of the mound. He stated that older groups would not use the field because the fencing is too short. He stated that MHAA is used to maintaining the mound after practice or a game before it is covered and noted that a five-gallon bucket would be enough water. He believed it is of value for Mendota Heights to have quality fields with permanent mounds. Manager Lawrence commented that the data from the school fields were not used as they wanted to provide a comparison with only municipalities. She commented that Civic Center does have water as there is an irrigation system. Councilor Miller stated that when this was brought to the Council in November,he wanted to ensure there was equitable use. He stated that since then,he has learned that softball does not need that field. He noted that given the space constraints of the field,it sounds like this is used for a certain group of baseball players and he trusts the people that play to say what is appropriate or safe. He believed that a clay mound satisfies the need and brings equity across the fields for baseball users of different ages. He believed that splitting the cost with MHAA also makes that purchase more manageable. He stated that he is appreciative that the cost can be split as that creates partnership and ownership in maintenance. He stated that he also likes that the maintenance would fall to MHAA, the users of the field, rather than public works. Councilor Paper stated that he has used the mound at Hagstrom King and at Civic Center. He stated that it is not just the parents and coaches that maintain the mounds and fields, but the kids that use the fields. He stated that there is an implied sense of pride and ownership from teams in taking care of the fields after use. He referenced the concern about the water source and material,which are reasonable, but noted that when the mound is properly maintained, it does not cause difficulty using the example of Hagstrom King. He stated that this will be a good addition. Councilor Mazzitello stated that he has no objection to a permanent mound, as it seems to be a needed improvement and bridges a gap from Hagstrom King to Civic Center. He stated that in the larger sense he was unsure this is the best way for the City to do business in planning for improvements. He referenced an upcoming meeting with the Parks and Recreation Commission to continue strategic and long-range planning for the parks system. He challenged user groups and associations to identify their needs for the future and bring those to the City so that those items can be planned for. He referenced the neighborhood comments received and asked if there were any comments in opposition to the pitching mound. Manager Lawrence replied that two residents were opposed to the project. She noted that one was opposed to limiting use of the field, and the other was concerned with traffic and usage of the park. Councilor Mazzitello noted that Victoria Highlands has been used for a number of years for this purpose of baseball. Mayor Levine thanked the Parks and Recreation Commission for its work. She recommended that the Special Parks Fund be used for the City portion of the cost. April 19,2022 Mendota Heights City Council Page 4 of 10 City Attorney Elliot Knetsch commented that the same use of the facility would be provided, and the use would not be expanded or changed. He stated that an argument could be made either way for using Special Parks Funds and it would be feasible to look to use the fund. Manager Lawrence noted that if that fund could not be used, there would be available funds in the park maintenance budget because of some fencing work that is being delayed. She asked that the Council authorize staff to work with a contractor for the project with the City paying the full portion of the project and to be reimbursed by MHAA with a donation of 50 percent of the project cost. Councilors Miller and Paper agreed with that language. Councilor Miller moved to approve A PERMANENT CLAY MOUND AT VICTORIA HIGHLANDS WITH A COST SPLIT OF 50/50 BETWEEN THE CITY AND MHAA AND MHAA PROVIDING ONGOING MAINTENANCE AS DESCRIBED. Councilor Paper seconded the motion. Councilor Mazzitello stated that there was a statement made related to maintenance of the mound and asked if the Council agreed that the association would be responsible for the maintenance of the mound. Councilor Miller confirmed that was included in his motion. Ayes: 4 Nays: 0 B) RESOLUTION 2022-26 APPOINTMENTS TO THE NATURAL RESOURCES COMMISSION City Administrator Cheryl Jacobson explained that the Council is asked to make appointments to the newly formed Natural Resources Commission. Councilor Paper commented that this will be an impactful Commission. He commented on the diversity of careers,hobbies, and interests of the applicants. He looks forward to seeing what the Commission will accomplish. Councilor Mazzitello stated that in any type of team you want to have a wide range of experience and expertise and noted that these seven candidates have a wide array of natural resources experience. He commented that this is a very talented group. He looks forward to working with them. Councilor Miller commented that the Council approves this on the cusp of the 501h anniversary of Earth Day. He commented on the importance of thinking globally and acting locally in order to have an impact. He stated that the idea of this group working with the updated Natural Resources Plan gives him hope. Mayor Levine commented that all 20 applicants had qualifications to serve. She stated that staff developed a comprehensive spreadsheet that identified different elements and the Council was able to use that grid to make the best composition for the group with a broad array of experience. She recognized Natural Resources Coordinator Krista Spreiter for her assistance in this process as well. April 19, 2022 Hendota Heights City Council Page 5 of 10 Councilor Mazzitello moved to adopt RESOLUTION 2022-26 APPOINTING RESIDENTS TO THE NATURAL RESOURCES COMMISSION. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 Mayor Levine invited the newly appointed member of the Commission to introduce themselves. The members who were present came forward and introduced themselves. C) RESOLUTION 2022-28 ACCEPT BIDS AND AWARD CONTRACT FOR THE WENTWORTH WARMING HOUSE Public Works Director Ryan Ruzek stated the Council was being asked to approve Resolution 2022-28, accepting bids and awarding a contract for the Wentworth Warming House or an alternate Resolution 2022-28, rejecting bids for the project. Councilor Mazzitello asked if there is grant funding tied to this. Director Ruzek replied that the grant funding was tied to playground replacement, construction of a year-round park shelter building, as well as a repaving of the parking lot and trails. Councilor Mazzitello asked if the cost included in the bids include the parking lot repaving. Director Ruzek replied that bids do not include the parking lot and trail repaving, or the utilities. He stated that the bids only include the building. He noted that the in-house work was also not included, such as gas and electric disconnection and demolition of the existing building. Councilor Miller commented that the bids were high and asked for the cost breakdown,noting the original estimate for the project was about $250,000 with a budget of $350,000. He stated that these bids are $200,000 more than those figures. Director Ruzek replied that the City hired an architect to put together the design package to be bid. He noted that the estimate used the regular rate of builders. He noted there are federal funds tied to the project which requires the builder to use specified rates that are higher. He stated that COVID has also increased lumber prices and related supply chain issues. Councilor Miller asked if bidders are bidding this in a manner to bid themselves out of consideration or whether this is the going rate. Director Ruzek replied that bidder #2 only bid on the construction of the building. He noted that the City's intention was for the bidder to include costs for all three parts. Therefore he recommended that bid be rejected. He stated that the bidder#3 has been trying to get the low bid thrown out as they are very interested in the project. He noted that a bid bond was not submitted with the low bid, but that was not a requirement and therefore the City is accepting the low bid as a responsible bid. Councilor Miller commented that given the high bids, could the size of the building be scaled back to reduce costs. Director Ruzek was unsure that would result in better costs. He stated that the project includes three restrooms, one accessible from the outside and two from the inside. He stated that the actual useable space of the warming house that would be used by skaters and for classroom space is only 20 by 22 feet. He stated that reducing that size would really limit is usability. April 19, 2022 Mendota Heights City Council Page 6 of 10 Councilor Paper commented that this might be the biggest disappointment in his I I years of City service. To see the construction costs at these high numbers is disgusting as this is a simple building. He stated that regardless of the federal and state funding, he believes that this project should wait. The estimated cost of$250,000 was a lot and now the bid is showing $660,000 without any pavement. He stated that if the grant is lost,it is lost,and he did not believe that was a reason enough to move forward. He commented that even though this would be a year-round facility,there is not enough value for this cost. He stated that he wants to see this project completed, but the cost is too high for what would be received. Councilor Mazzitello stated that he programed this project as Public Works Director 11 years ago into the capital improvement plan and it got bumped each year. He stated that this is the most needed parks project in the city, in his opinion. He stated that these bids are two times the estimated cost. He asked what would be the ramifications of returning the grant money that is not used. Director Ruzek replied that based off COVID issues he did not believe the City could be held negatively for not being able to complete the project. He stated that the City already requested and received a 10-month extension to September 2022. Councilor Mazzitello commented that the City has a design for the facility, and suggested rejecting the bids and rebidding the project in January 2023, when contractor schedules are not full, and materials are available. Mayor Levine commented that while she agrees with the sentiment, she cannot approve a million-dollar enhanced warming house. She stated that initially this was a $40,000 building that has been enhanced. She stated that because of the grant,they suffered from mission creep. She stated that perhaps the mission of the park needs to be reevaluated as the warming house will need to be replaced. She believed perhaps a plan B would need to be developed, although she was unsure what that would look like. Councilor Miller moved to adopt RESOLUTION 2022-28 REJECTING BIDS FOR THE WENTWORTH WARMING HOUSE PROJECT. Councilor Mazzitello seconded the motion. Ayes: 4 Nays: 0 D) MEMORANDUM OF UNDERSTANDING WITH INDEPENDENT SCHOOL DISTRICT 197 FOR SIBLEY PARK City Administrator Cheryl Jacobson stated the Council was being asked to consider a Memorandum of Understanding with Independent School District(ISD) 197 as part of the Sibley Park land transfer. Mayor Levine asked for input on the discussion of the School Board at their meeting the previous night. Administrator Jacobson replied that she has not received an update but noted that prior to the meeting,the Superintendent felt that the Board was in favor and the item would be on a future consent agenda. Mayor Levine asked the City Attorney to provide an update on the transfer process. City Attorney Elliott Knetsch replied that the City owes $20,000 each year until the existing agreement expires. He noted that the City would no longer pay that amount of money and would covey that land to the School District. If approved, staff would prepare a purchase agreement which would transfer the title of the property. He commented that the process should not take long if both parties are in agreement. April 19,2022 Mendota Heights City Council Page 7 of 10 Councilor Paper asked if the prioritization would still be reflective of what is stated on page 89. Administrator Jacobson stated that she was told by the School District that if this purchase is approved, the priority would continue as defined in the agreement. She acknowledged that the agreement was written in 1989 or 1990 and there are some groups identified that are not entirely clear and provided examples. Councilor Mazzitello moved to approve MEMORANDUM OF UNDERSTANDING WITH ISD 197 FOR THE TRANSFER OF THE SIBLEY PARK PROPERTY. Councilor Miller seconded the motion. Ayes: 4 Nays: 0 E) SUPPORT NO MOW MAY 2022 Natural Resources Coordinator Krista Spreiter stated the Council was being asked to support "No Mow May" in Mendota Heights. Councilor Paper asked if this is exclusive to residents and whether the parks department would continue maintenance. Coordinator Spreiter confirmed that the parks department would continue normal maintenance activities. She was unsure, with the cooler spring weather conditions, whether the parks would be mowed in May. She noted that the parks are supporting pollinators in other methods such as pollinator friendly plantings and no mow areas. Councilor Mazzitello asked if there was a reduction in mowing early in the season to allow non field areas to grow longer and blooms to grow in support of pollinators. Public Works Director Ryan Ruzek replied that the fields and high traffic areas will be mowed as usual. He noted that 10 to 12 areas were identified as part of a no mow initiative. If the areas become too high, staff may complete high mowing to prevent problems later in the season. He stated that no mow grass and native plantings will continue to be incorporated into park areas as the Council as identified $10,000 in the budget each year to support that initiative. Mayor Levine recognized that the City is joining many other cities in this initiative and she encouraged residents to participate. Councilor Mazzitello asked if the City would need to formally suspend the related section of City Code requiring mowing or whether that would be implied in the motion. Mayor Levine confirmed that is included in the action. Councilor Miller moved to SUPPORT NO MOW MAY IN THE CITY OF MENDOTA HEIGHTS. Councilor Mazzitello seconded the motion. Ayes: 4 Nays: 0 April 19,2022 Mendota Heights City Council Page 8 of 10 F) REVIEW FIRST QUARTER CITY COUNCIL STRATEGIC PRIORITIES AND CITY FINANCIAL REPORT City Administrator Cheryl Jacobson provided the Council with updates on the strategic priorities for the first quarter. Finance Director Kristen Schabacker reviewed the financial progress report for the first quarter. Mayor Levine asked if this is the first time the budget to actual report has been included, noting that it is nice to see and track the budget progress. Director Schabacker noted that it was included the previous year in updates. Councilor Mazzitello referenced the section "enhance City governance and services" and noticed that establishing a farmers market was marked complete. He stated that he understands that the Saint Paul Grower Association declined to expand and asked if the City has other options. Administrator Jacobson replied that she has been working on this with Mayor Levine to review a few possibilities. She stated that there are private businesses that will come to a city to facilitate a farmers market. She stated that one group is looking at an area layout and could possibly be a makers market that would feature produce, and also other Minnesota made items. She stated that if a farmers market is desired, that would take considerable staff support to coordinate. She stated that if the City would like to sponsor that, it could be discussed as a budget item for 2023. Councilor Mazzitello commented that he would support a public private partnership where a local business or group would host and take on the scheduling of the market. Administrator Jacobson agreed. Mayor Levine noted that the item should not be marked as complete but rather ongoing. She stated that a farmers market seems to take at least one year of planning. She asked that the item be updated as ongoing rather than completed. She asked if the Citizens Academy is different than the CERT programs City Administrator Cheryl Jacobson commented that she believed that was an idea from Mayor Levine. Mayor Levine commented that the intent was for it to be marketed to students so that should be further discussed. She noted that the Council had a tabletop training exercise related to emergency management operations prior to tonight's meeting. She stated that establishing a Natural Resources Commission and a volunteer program can be marked as completed. She recognized the progress that has been made in addition to the daily operations of the City. City Administrator Cheryl Jacobson complimented staff on the amount of work they are doing as this is just one set of items to do. She agreed that there is a lot of other work being completed that is not included in the list but is still a priority. COMMUNITY ANNOUNCEMENTS City Administrator Cheryl Jacobson announced the upcoming community events. April 19,2022 Mendota Heights City Council Page 9 of 10 COUNCIL COMMENTS Councilor Miller stated that he had the opportunity to attend the Fireman's Annual Retirement Dinner where two members were recognized that collectively provided 82 years of service to the community. He commented that level of service and commitment is not frequently seen in the world today. Councilor Paper commented that Earth Day is coming up and encouraged residents to get outside. Councilor Mazzitello commented that there were a lot of items on the agenda pertaining to parks and natural resources, which is new for the City. He commented that because the City is almost fully built out, the focus will turn to amenities for the residents. He was disappointed about the high bids for the Wentworth warming house and acknowledged that project is still needed. He encouraged drivers to be aware of pedestrians and encouraged pedestrians to wear reflective garments. Mayor Levine stated that she noticed the street sweepers are out and asked residents to keep vehicles off the street while the sweeping is occurring. She thanked and congratulated the new members of the Natural Resources Commission. She stated that staff recently participated in a mentorship program at Two Rivers High School and thanked those members that participated. ADJOURN Councilor Mazzitello moved to adjourn. Councilor Paper seconded the motion. Ayes: 4 Nays: 0 Mayor Levine adjourned the meeting at 8:06 p.m. Stephanie Levine Mayor ATTES 1 Lorri Smith City Clerk April 19,2022 Mendota Heights City Council Page 10 of 10