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2024-06-18 City Council PacketCITY OF MENDOTA HEIGHTS CITY COUNCIL REGULAR MEETING AGENDA June 18, 2024 at 7:00 PM Mendota Heights City Hall, 1101 Victoria Curve, Mendota Heights 1.Call to Order 2.Roll Call 3.Pledge of Allegiance 4.Approval of the Agenda The Council, upon majority vote of its members, may make additions or deletions to the agenda. These items may be submitted after the agenda preparation deadline. 5.Public Comments - for items not on the agenda Public comments provide an opportunity to address the City Council on items which are not on the meeting agenda. All are welcome to speak. Individuals should address their comments to the City Council as a whole, not individual members. Speakers are requested to come to the podium and must state their name and address. Comments are limited to three (3) minutes. No action will be taken; however, the Mayor and Council may ask clarifying questions as needed or request staff to follow up. 6.Consent Agenda Items on the consent agenda are approved by one motion of the City Council. If a councilmember requests additional information or wants to make a comment on an item, the item will be removed from the consent agenda and considered separately. Items removed from the consent agenda will be taken up as the next order of business. a.Approve Minutes from the June 4, 2024, City Council Meeting b.Acknowledge the May 14, 2024, Parks and Recreation Commission Meeting Minutes c.Approve Liquor License Renewals d. Resolution 2024-32 Approving Final Payment and Acceptance of the Rogers Lake Skate Park Improvements e.Approve Reappointment of Jay Miller and Hayley Heidelberg as Fire Captains for theMendota Heights Fire Department Page 1 of 59 f.Approve Police Officer Hire g.Accept Parks and Recreation Commissioner Resignation and Authorize the Advertisement of the Commission Opening h.Resolution 2024-33 Approving an Administrative MRCCA Minor Development Permit for 1935 Glenhill Road [Planning Case No. 2024-14] i.Approve Payment of Claims 7.Presentations a.Patrol Fleet Purchasing Program 8.Public Hearings 9.New and Unfinished Business 10.Community / City Administrator Announcements 11.City Council Comments 12.Adjourn Next Meeting July 2, 2024 at 7:00PM Information is available in alternative formats or with the use of auxiliary aids to individuals with disabilities upon request by calling city hall at 651-452-1850 or by emailing cityhall@mendotaheightsmn.gov Regular meetings of the City Council are cablecast on NDC4/Town Square Television Cable Channel 18/HD798 and online at TownSquare.TV/Webstreaming Page 2 of 59 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA DRAFT Minutes of the Regular Meeting Held Tuesday, June 4, 2024 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 Levine called the meeting to order at 7:00 p.m. Councilors Lorberbaum, Paper, Mazzitello, and Miller, were also present. PLEDGE OF ALLEGIANCE Council, the audience, and staff recited the Pledge of Allegiance. AGENDA ADOPTION Mayor Levine presented the agenda for adoption. Councilor Mazzitello moved adoption of the agenda. Councilor Lorberbaum seconded the motion. Ayes: 5 Nays: 0 PUBLIC COMMENTS No one from the public wished to be heard. CONSENT CALENDAR Mayor Levine presented the consent calendar and explained the procedure for discussion and approval. Councilor Paper moved approval of the consent calendar as presented. a. Approval of May 21, 2024, City Council Minutes b. Approval of May 21, 2024, Council Work Session Minutes c. Acknowledge Minutes from the April 30, 2024, Planning Commission Meeting d. Resolution 2024-28 Ordering Preparation of the Feasibility Report and Approve Amendment to the Professional Services Contract for the Friendly Hills Neighborhood Improvements e. Award Professional Services Contract for the Bridgeview Shores Street Improvements f. Resolution 2024-27 Accepting a Donation to the Roger’s Lake Skate Park Ribbon Cutting g. Resolution 2024-29 Accepting a Tree Donation h. Approve Wetland Delineation Report and Authorize Issuance of a Notice of Decision for 670 Hidden Creek Trail i. Resolution 2024-30 Approving a MRCCA Permit for Minor Development at 1149 Orchard Circle (Planning Case 2024-09) Page 3 of 59 6.a June 4, 2024 Mendota Heights City Council Page 2 of 11 j. Acknowledge February, March and April 2024 Fire Synopses k. Approve Restructure of Community Service Officer Position to Police Officer Cadet and Authorize Posting l. Approve Liquor License Renewal m. Approve Massage Licenses n. Approve February, March and April 2024 Treasurer’s Reports o. Approval of Claims List Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 PRESENTATIONS A) OHEYAWAHI INTERPRETIVE PLAN – FULL CIRCLE INDIGENOUS PLANNING + DESIGN AND OHEYAWAHI/PILOT KNOB TASK FORCE Natural Resources Coordinator Krista Spreiter provided background information stating that with City Council authorization, the Oheyawahi/Pilot Knob Task Force and Dakota County applied for and received a Heritage Partnership Program grant from the Minnesota Historical Society (MHS) for the development of Phase II of the interpretation plan for the Oheyawahi/Pilot Knob Preservation Site. An Interpretive Concept Plan has been developed focusing on engagement with the Indigenous community, and furthering collaboration with the City, County, and Pilot Knob Preservation Association, in order to provide a thorough and comprehensive interpretation and educational experience for school groups, tour groups and members of the public. Gail Lewellan, Task Force Member, commented that this is phase two of a four phased process. She commented on the engagement from the Native American community that has occurred thus far. Juanita Espinoza, Task Force Member, commented that the Native community played a huge role in this phase and has helped to build trust. She commented that the next phase will continue with design and building, and they are excited about that next step. She appreciated the support of the City and the consultant throughout this process. Sam Olekson, Full Circle Indigenous Planning and Design, commented on the unique opportunity to have this resource as part of the Mendota community and continue to preserve it. He commented on the outreach they were able to complete with the Native community. Regine Kennedy stated that the comments from the Native community were that they continue to hear that the land should speak for herself, provide an overview of the site character, and how that should remain a focus in healing the land. She shared comments they received from the outreach completed that helped to guide this process. She provided information on highlighting the land, accessibility, key locations for interpretation, themes, design guiding principles, and key onsite messages. Councilor Miller appreciated the wonderful presentation and the passion to preserve this resource for future generations. Page 4 of 59 June 4, 2024 Mendota Heights City Council Page 3 of 11 Councilor Lorberbaum thanked the Task Force for the work they are doing, which will make a difference for years to come. She noted the intention of using QR codes to communicate information and stated that she shared that with someone who stated that they did not want to bring their phone to find information. Mr. Olekson commented that everyone has a different way of knowing and seeing the world, noting that the younger generation tends to always have their phones. He stated that they will be having multiple ways for people to find information and enjoy the site. He stated that this will create opportunities for storytelling within the space. Councilor Lorberbaum asked if the website would allow people to find out about tours. Mr. Olekson commented that they will have opportunities for Indigenous people to tell their own story and the tours will evolve as they go forward. He commented that this is one place within a much broader community of Indigenous people. Councilor Lorberbaum commented that she has heard the comment that this was a sacred burial site and asked if there are locations on the site that people should not go to in order to honor that. Mr. Olekson commented that they do not propose to have burials on the site, but they do share burial cultures with the cemetery on the site. He stated that allowing Dakota people to connect with their ancestors on the site in the way they choose is what is important. Councilor Paper commented that they are lucky to be a community that has supported this work, because this work is incredible. He stated that he feels fortunate to have supported this, as this will be a benefit for generations to come. Councilor Mazzitello commented that this was an outstanding report and asked for details on the implementation schedule over the next several years. Ms. Lewellan commented that implementation is split into two parts, the interpretation plan (which still has two additional phases) and the capital improvements plan. She stated that towards the end of the summer they will solicit bids for proposals. She commented that they will continue to have brochures available for people that do not wish to use QR codes. Ms. Espinoza commented that she has been involved in tours with Saint Paul public schools. Chris Soutter commented that some of the capital improvements are in response to requests from the public schools, to have bathrooms and surfaces that allow for ADA access. She commented that there are a range of students that come to the site. Mayor Levine asked how Oheyawahi fits into the other sites around the area, which was addressed in the presentation. She commented that she has participated in an interpretive walk, which was amazing and encouraged others to enjoy the site too. She thanked Dakota County, the Task Force members, and the community for making this possible. B) ASPEN HOUSE – DAKOTA COUNTY AND NEXUS FAMILY HEALING Page 5 of 59 June 4, 2024 Mendota Heights City Council Page 4 of 11 Suzanne Tuttle, Dakota County Deputy Director of Children and Family Services and Social Services, introduced the members from Dakota County social services and corrections that were present with her including Karen Sanas (Dakota County Director of Social Services), Marty Fischbach (Dakota County Human Services Director), Lawarence Dickins (Dakota County Deputy Director of Children and Family Services), Suwana Kirkland (Dakota County Director of Community Corrections) Sarah Reetz (Dakota County Community Corrections Deputy Director), Matt Bauer (Dakota County Community Corrections Deputy Director), Roy Adams (Dakota County Corrections), and Lori Halverson (Dakota County Commissioner). She stated that the City of Mendota Heights and its residents are also partners in this program. She referenced the incidents that occurred this spring and noted that once Dakota County was made aware, they were in communication with Nexus. She stated that two of the Dakota County leadership members will be visiting the site regularly to emphasize the partnership and attempt to address any issues before they become problems. Margaret Vimont, Nexus Family Healing, introduced another member present from Nexus, Nicole Mucheck, She commented that they are deeply committed to the mission of Aspen House to provide needs for youth where gaps exist. She recognized that this service needs to work not only for the youth they serve but also for the larger community. She understood that concerns have been raised and noted that they attempted to create a presentation that would address those concerns. She provided background information on the facility, which began service in October of 2022, and the youth that are served. She reviewed data on the youth that were served during 2023. Nicole Mucheck, Nexus Family Healing, commented that Aspen House was created to fill a gap in services for youth in need and reviewed the services that they provide. She reviewed the program outcomes to date and admission criteria noting that they continue to revamp and tighten the admissions process. She provided details on the needs and behaviors of the youth served and how they manage those behaviors. She provided information on the use of law enforcement, including more information on the incident reports from April of 2024 and additional actions that have been taken since that time. She also highlighted areas of continued improvement. Councilor Paper thanked everyone for coming tonight. He stated that he cannot imagine or appreciate what the youth served at this facility have gone through and is supportive of the facility. He asked if Aspen House is performing to Dakota County standards. Ms. Tuttle commented that the biggest concern is that the facility is not taking enough of the youth from Dakota County. She commented that they have a few other concerns, noting that recently three children eloped, were in the community and had to go to the hospital. She stated that they have been talking with Nexus in attempt to resolve issues so that they do not become police or EMS calls. She stated that there are many youth that are doing well and feel appreciated at the facility. Councilor Paper commented that the facility has been open for 20 months with 133 users, nine of whom came back a second time. He stated that there were 188 police calls during that time, which is approaching the number of calls Mendota Motel had before it was torn down. He referenced the high calls for service in April and May and asked why there was such an increase in April and how that would be remedied. He stated that originally the Council was told that if a client left the facility, they would not come back. He asked how many of the youth that left were allowed to come back to the facility. He reviewed some of the different calls for service and asked how this would be fixed. He referenced the statement that beds were underutilized and therefore made available to other counties for a premium, but at the same time Dakota County is expressing a need for those beds. Page 6 of 59 June 4, 2024 Mendota Heights City Council Page 5 of 11 Ms. Vimont commented that some of the beds are held to ensure that Dakota County will have availability when needed. She commented that they attempt to balance the admission conundrum, noting that they have skewed the admission criteria to ensure this would be an accurate placement as this facility does not use manual restraint. She commented that they need accurate information at admission and sometimes that information is only partially accurate from other counties. She stated that when it is clear that the facility is not a good match, they do discharge. She commented that these kids have difficulties when they enter the facility, and they continue to look at methods to reduce aggression and runs. She commented on the different things they have done with staffing and practices to reduce aggression and runs. Councilor Paper asked if the increase of police calls was due to a mix of the wrong customers. Ms. Vimont commented that incident arose from five youth that ran together, which was unprecedented. Councilor Paper commented that it was mentioned that there were ten incidents but there were 30 police calls. Ms. Mucheck commented that the facility views an incident from start to finish, while there may be multiple calls from the one incident. She used the example of one incident, which involved five youth, and there were multiple calls communicating with the police during that time. Councilor Paper asked the number of youth that were allowed to return to the facility following the incidents where they ran. Ms. Vimont commented that running is not an automatic discharge. Councilor Paper referenced the statement that there are now supervisors on duty for every shift and asked what it entails to be a supervisor. Ms. Mucheck commented on the de-escalation methods and training that a supervisor receives along with training that all staff receive. Councilor Paper asked if the four to one staffing ratio is accurate. Ms. Mucheck commented that they do staff at a ratio of four to one, even though the shelter requirement is eight to one. Councilor Paper asked for details on security and the statement that this is not a locked facility. He asked if anyone could just walk in the facility. Ms. Vimont replied that people cannot just walk in, but the doors cannot be locked to keep youth inside. Councilor Paper asked the type of outreach that is done with the neighbors, as those are the residents that have the most as stake when kids can walk through their yards. Ms. Mucheck commented that initially there was extensive outreach with the community but that kind of dropped off and they have been discussing options to reengage with the community. Page 7 of 59 June 4, 2024 Mendota Heights City Council Page 6 of 11 Councilor Paper commented that it is very important that neighbors are engaged and encouraged to be engaged. He noted that this customer is very different than the customers they have been used to for 40 years. He asked who is included in the quarterly partner meetings. Ms. Mucheck replied that the clinical director, a staff person from Aspen House, and some community members typically attend. She reviewed some of the typical items on the agenda. Councilor Paper asked how the data spun so quickly out of control without it being recognized. Ms. Vimont commented that internally when there are a cluster of behaviors, that triggers internal review of processes. Ms. Mucheck commented that there is a team debrief after each incident, along with risk meetings after a high-risk incident. She stated that action steps are then implemented. She stated that they had been discussing elopements prior to the incident in April and had been working to put different measures in place. She commented that they had a very difficult week in April and immediately following those incidents, they were in communication with the County on the next steps. Councilor Paper asked if there was one week in April that skewed the numbers. Ms. Mucheck commented that they had already been initiating some changes, such as staffing prior to that time and had decided to look more strenuously at their ejection process, which was implemented around the time of those incidents. Ms. Vimont commented that the spring upsurge is something that every facility deals with and is something they continue to attempt to address. Councilor Paper asked how the teacher from 197 is funded. Ms. Mucheck replied that is provided through the school district. Councilor Paper asked who completes the intake assessment. Ms. Mucheck replied that the program manager completes the intake assessment, and the clinical director reviews those assessments to create the treatment plans. Councilor Paper thanked the representatives for answering his questions. He asked the number of beds and/or facilities that Nexus manages or operates. Ms. Vimont replied that they have 12 agencies in five states. She commented that they also operate state- wide foster care and community-based services in addition to residential treatment. Councilor Miller asked for details on the unreturned elopement category. Ms. Mucheck replied that those would be youth that did not return to Aspen House and the ultimate placement was unknown given the response from law enforcement. She clarified that it was not communicated to them as to where the youth were transported. Page 8 of 59 June 4, 2024 Mendota Heights City Council Page 7 of 11 Councilor Miller commented that he works as a high school special education teacher and therefore understands that incidents do arise at times. He recognized that there are things that can never be planned for and asked for input on two or three things that would really help if funding were not an option. Ms. Vimont replied that strong environmental support can help. She stated that if the youth were not able to leave the facility, if it were locked, that would be a tremendous support as it would provide more time for intervention. Ms. Mucheck stated that if there was a need for youth with increased needs, they could increase the youth from Dakota and Washington County, which would in turn decrease the number of youth served. She recognized that would be a financial struggle. She stated that a smaller, more intimate setting serving youth with higher needs, with environmental support, would be a benefit. Councilor Lorberbaum referenced the quarterly community meetings and asked when the last meeting was held. Ms. Mucheck replied that was held in April. Councilor Lorberbaum asked where the meetings are held. Ms. Mucheck replied that they are typically held in this room at City Hall. She stated that they have reviewed the option to hold the meeting in an alternate space for the next meeting. Ms. Mucheck commented that is an additional meeting, not the typical quarterly meeting, to address the concerns that have arisen. She noted that the alternate setting would allow for larger attendance. It was noted that the next quarterly meeting will be held in July and stated that the agenda is sent to their email list. Councilor Lorberbaum commented that she attended the open house and provided her email but never received an email invite. Ms. Mucheck stated that the open house list is not included, and they instead utilize the initial advisory committee meeting lists. Ms. Vimont commented that they understand that they need to blanket the area for engagement and perhaps mail postcards to residents nearby. Councilor Lorberbaum asked if the Council could also attend and the representatives from Aspen House confirmed that they could. Councilor Mazzitello commented that all his questions have been asked. He expressed gratitude for Aspen House taking on the issue of mental health in youth. He recognized that mental health is a critical care function. He commented that it is critical to have the community network and engagement, noting that the residents want this facility to succeed. He stressed that communication is very important, trying to communicate what occurs before the perceived response. Page 9 of 59 June 4, 2024 Mendota Heights City Council Page 8 of 11 Mayor Levine stated that most of her questions have also been addressed. She asked how people can get on the email list, along with the meeting dates and times. She recognized the increase in average needs identified at intake, noting that something has changed as that number has doubled. Ms. Vimont commented that this would be speculative as to what is creating youth with more needs as it is a larger social issue. Mayor Levine commented that Aspen House may need something different today because the youth have more needs or needs have changed. She stated that everyone is here because they care about kids and asked how the increased trend is being addressed. She asked if the same data is being received through the intake process from other counties and how that is being addressed. Ms. Mucheck replied that they have revamped the intake process and updated their referral forms, ensuring follow-up conversations with the person making the referral to ensure completed information is being provided. She stated that they are also asking more direct questions to rule out clients that they cannot accommodate. Ms. Vimont commented that they can also commit to debriefing when there is an inappropriate placement of a youth to determine if it was an error, or whether the county worker intentionally provided inaccurate information in order to place the youth. She explained that Aspen House has the choice of whether or not to accept a youth from another county and if there is a problem identified, they can deny those referrals. Mayor Levine agreed that could help mitigate some of the issues, ensuring that the admissions are appropriate for the facility. Ms. Reetz commented that the larger community meeting will be held on Wednesday, June 26th at 6:00 p.m. and all residents within 1,000 feet of Aspen House will receive a mailing regarding the meeting. She stated that the next quarterly meeting is July 17th at 4:30 p.m. Councilor Paper stated that in January of 2022 the Council was told that if the behavior escalates or the client walks out the door, they would not be granted readmission as the facility is not for clients with criminal history and that have a low risk to community safety. Ms. Reetz commented that youth that are social services referred cannot be placed in a locked facility. She stated that statement was made by the community corrections department. She stated that if a client goes to Aspen House and has aggression or other behaviors of that nature, they would not go back to Aspen House and would be placed at a secured facility. Councilor Lorberbaum thanked everyone that attended tonight from Dakota County and Aspen House. She asked that the residents in attendance be allowed to speak if wanted. Cindy Borup, 1084 Vail Drive, commented that when this first started there was no mention of the mental health challenge being the primary focus. She stated that this was presented as a shelter for children that were taken from abusive situations or that were homeless. She stated that she comes from a family of strong social service and supports children receiving the best treatment, but given all of these incidents and the number of police calls, this does not feel good. She stated that she does not feel like a partner and has not received a mailing for the June 26th meeting. Page 10 of 59 June 4, 2024 Mendota Heights City Council Page 9 of 11 Tom Strassener, 1859 Faro Lane, provided details on an incident that occurred with a young lady from the facility. He stated that he spent about 20 minutes speaking with the young woman who did not want to go back to the facility and stated that she had hickeys on her breasts. He stated that the young woman stated that she would rather go to the police than to the facility. He stated that those sexual occurrences should not be occurring in a facility of that nature. He asked for the contents of the police incidents. He stated that if a young person is in an environment where they cannot survive, then something is wrong. He asked if the youth have an outlet where they can go to someone to report something that is occurring in the facility. He commented that this facility takes in kids from other areas and when they leave the facility they are lost and do not know where to go. He stated that if a kid tries to break in somewhere to find shelter, they could get hurt, which would create a larger problem. PUBLIC HEARING No items scheduled. NEW AND UNFINISHED BUSINESS A) RESOLUTION 2024-31 APPROVING A PRELIMINARY AND FINAL PLAT OF FRITZ ADDITION (PLANNING CASE 2024-08) Community Development Manager Sarah Madden explained that the Council was being asked to approve Resolution 2024-31 approving a Preliminary and Final Plat of two outlots to be known as Fritz Addition located at the vacant parcel identified as PID #27-02700-09-014. Councilor Lorberbaum asked if there is any time requirement for the outlots to be consolidated with existing lots. Community Development Manager Sarah Madden commented that there is no time constraint on the combination with other lots. Councilor Mazzitello asked if the lot combination would need to occur before a subsequent development application could be submitted. Community Development Manager Sarah Madden stated that if there were any combination, the City process would need to be followed. She stated that the property to the south is vacant as the home was demolished and if the overall square footage were desired to be taken into account, the lot and outlot would need to be combined before the development application were submitted. Councilor Mazzitello referenced outlot B and confirmed that ultimately that would be transferred to the LLC and combined with the property fronting on Hunter Drive while outlot A would remain in the ownership of Mr. Katz. He asked if the owner of the property is accepting outlot B is present. Community Development Manager Sarah Madden believed that the property owner was in attendance. Councilor Mazzitello commented that this is an odd situation. He stated that perhaps an additional condition be added to the resolution, pertaining to outlot B, stating that this resolution does not predicate the approval of any future application to include future development or building on the lot, or any vegetative clearing of outlot B. He wanted to ensure that the applicant would need to come in for proper Page 11 of 59 June 4, 2024 Mendota Heights City Council Page 10 of 11 permitting as this is a very sensitive area and he does not want anyone to have the idea that clearing of the slope would be allowed. Mayor Levine commented that basically someone would not be able to touch that land then. Councilor Mazzitello confirmed that would be his intent and that any activity on that lot would require proper permitting. Community Development Manager Sarah Madden commented that if and when the lot consolidation occurs, a plat would need to be requested and would be separate from the MRCCA permit that would address any improvements that may be proposed for the addressed lot. Councilor Mazzitello clarified that what he is stating is already explicit, but he wanted to make it very clear. The Council agreed. Councilor Miller moved to approve RESOLUTION 2024-31 APPROVING THE PRELIMINARY AND FINAL PLAT OF FRITZ ADDITION LOCATED AT PARCEL ID:27-02700-09-014, WITH THE ADDITIONAL CONDITION AS RECOMMENDED BY COUNCILOR MAZZITELLO. Councilor Mazzitello seconded the motion. Further discussion: Councilor Lorberbaum asked if the applicant has anything further to add. Paul Katz, 185 Hunter Lane, stated that he has lived in the community for decades and recognizes that there have been times where people have done things to the land and ask for forgiveness after the fact, therefore he supports the additional layer of protection added by the Council. Ayes: 5 Nays: 0 B) 2024 STATE LEGISLATIVE SESSION UPDATE City Administrator Cheryl Jacobson provided a recap of the 2024 State Legislative Session, which began on February 12th and adjourned on May 20th. Mayor Levine thanked City Administrator Cheryl Jacobson for the thorough update. COMMUNITY ANNOUNCEMENTS City Administrator Cheryl Jacobson announced upcoming community events and activities. COUNCIL COMMENTS Councilor Mazzitello asked that drivers pay attention to road construction and speed restriction signs. He commented that he was impressed with the Oheyawahi presentation and the long-term vision. He stated on Thursday, June 6th, it will have been 80 years since the invasion of Normandy and encouraged people to honor any veterans of that war that may still be living. Page 12 of 59 June 4, 2024 Mendota Heights City Council Page 11 of 11 Councilor Miller commented that they are in the last few days of the school year, which means children will be out in the streets, neighborhoods and parks and encouraged drivers to travel slower and be aware. Councilor Lorberbaum thanked former Mayor Garlock for another successful Scott Patrick Memorial 5k, which was well organized with music, drinks and many participants. She noted that the next Coffee with Council event will be on June 15th at 10:00 am and encouraged residents to attend and share their thoughts with herself and Councilor Mazzitello at the Par 3. Councilor Paper wished all local athletes luck at their spring tournaments. Mayor Levine thanked the Parks and Recreation staff for a wonderful music in the parks event last week. She also noted the recently published report from the Fire Department and encouraged residents to read it. ADJOURN Councilor Mazzitello moved to adjourn. Councilor Paper seconded the motion. Ayes: 5 Nays: 0 Mayor Levine adjourned the meeting at 9:33 p.m. ____________________________________ Stephanie B. Levine Mayor ATTEST: _______________________________ Nancy Bauer City Clerk Page 13 of 59 This page is intentionally left blank CITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING MINUTES MAY 14, 2024 The May meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, May 14, 2024, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Jaffrey Blanks called the meeting to order at 6:34 p.m. 2. Roll Call – The following Commissioners were present: Chair Jaffrey Blanks, Commissioners: Tica Hanson, Stephanie Meyer, Michelle Muller, Jo Schifsky, and Michael Toth; absent: Commissioner Dan Sherer. Student Representative: Meg Murphy. Staff present: Parks and Recreation Director Meredith Lawrence, Recreation Coordinator Willow Eisfeldt, and Public Works Director Ryan Ruzek. 3. Pledge of Allegiance The Pledge of Allegiance was recited. Commissioner Toth arrived. 4. Approval of Agenda Motion Muller/second Schifsky to approve the agenda. AYES 6: NAYS 0 5.a Approval of Minutes from March 12, 2024 Regular Meeting Motion Meyer/second Hanson to approve the minutes of the March 12, 2024 Parks and Recreation Commission Regular Meeting. AYES 6: NAYS 0 5.b Approval of Minutes from April 9, 2024 Work Session Meeting Motion Muller/second Toth to approve the minutes of the April 9, 2024 Parks and Recreation Commission Work Session Meeting. AYES 6: NAYS 0 6. Citizen Comment Period (for items not on the agenda) None. 7.Acknowledgement of Reports Chair Blanks read the titles of the three updates (Par 3, Recreation, and Park Improvement Updates) and polled the Commissioners for questions. 7.a Par 3 Update Parks and Recreation Director Meredith Lawrence stated that the Par 3 briefly opened in March and officially opened in April for the 2024 season, reviewing the number of rounds played in each month. She noted that both months surpassed the number of rounds played in those months during 2023. She provided an update on turf conditions, an emergency leak that occurred and the related repair, the irrigation system, and planned capital projects. She also provided additional explanation on equipment and chemical application used on the golf course. 7.b Recreation Update Page 14 of 59 6.b Recreation Coordinator Willow Eisfeldt provided a recreation update including Music in the Park and other recreation offerings for residents of all ages. She also highlighted new and returning programing opportunities for residents. Commissioner Schifsky asked the typical group size for the adulting walking group. Ms. Eisfeldt commented that it ranges depending on the weather and date, but they have had anywhere from three to 15 residents in that group. Ms. Lawrence reported on the recent Touch-a-Truck event and expressed appreciation for the work of Ms. Eisfeldt as this was the largest event with the most positive feedback. She noted that this was the first event with sensory friendly time and there was great appreciation from residents, and residents from other communities that made the drive to attend the sensory friendly time. Chair Blanks commented that there are such unique and creative ideas to engage the community through the new programing and event opportunities. Commissioner Meyer noted the recent Taylor Swift night which had a huge turnout with a lot of excitement. Ms. Eisfeldt commented that registration was capped at 20 because of capacity limitations, with another 20 on the waitlist. She stated that those in attendance had a lot of fun and hoped to have more in the future with more capacity. Commissioner Muller asked for more details on yoga in the park. Ms. Eisfeldt commented that there will be two different classes, held in Ivy Hills Park, and provided those details. She confirmed that there is not a cap on those that can attend the video game truck event. 7.c Parks Improvement Update Parks and Recreation Director Meredith Lawrence stated that the Rogers Lake Skate Park project has been completed and invited the Commission to the ribbon cutting on May 22nd. She stated that the second lift was paved for the Wentworth tennis court project and the remainder should be completed with an estimated opening for use at the end of June. She highlighted the status of the 2024 park improvement projects including the Marie Park tennis courts, Mendakota fiber installation, Wentworth pickleball striping, and the Marie Park dugout and fencing and field work. Commissioner Schifsky asked if the pickleball lines would be painted at the same time as the tennis court. Ms. Lawrence replied that it would not as the projects are being completed by two different contractors. 7.d Park System Master Plan Update Parks and Recreation Director Meredith Lawrence stated that staff has been meeting with stakeholders and community groups in order to complete engagement, noting that staff has met with over 600 people thus far. She noted that the online survey has had 530 unique contributions. She noted that residents can still complete the survey through May 22nd if they Page 15 of 59 have not already completed that activity. She stated that staff walked the parks with the consultant and noted that other staff members have also been involved to contribute information related to financial data. She stated that they have also identified communities that could be used for benchmark comparisons that will help to guide some of the recommendations in the future phases. She provided additional details on focus groups that were held and the feedback that was received. She stated that she is pleased with the work the consultant has done thus far and invited the Commission to attend an upcoming Council worksession where the consultant will provide an update. Commissioner Meyer asked the difference between the phases of engagement. Ms. Lawrence explained that in phase one they are asking open-ended questions and in phase two they will ask more pointed questions to narrow the scope. She used the example of a splash pad, which continues to be a desire of the community and noted that in phase two there will be more specific questions as to whether residents would support a specific financial contribution, through a tax increase, that would be required to support a splash pad. She stated that those additional questions will help to determine whether something is just a cool idea or whether residents actually support the item, recognizing the financial contribution that would be required. She stated that there has been a trend of residents wanting more programing and events, and phase two will focus of the types of programs and events desired by residents. Commissioner Meyer noted that knowing why residents want something, such as a splash pad, will help to guide the process as well. She noted that if the reason why is that people are looking for something for their kids to do, that could be provided through programing or a partnership with another community that has an aquatic amenity. She stated that perhaps the time when programing is desired would be helpful information as well. Ms. Lawrence provided more details on the different groups of stakeholders and community groups that staff has been meeting with. 9. Unfinished Business 9.a Commissioner Community Engagement Update for Master Plan Commissioner Muller reviewed the different groups that she has reached out to for engagement. Commissioner Schifsky reviewed the different groups that she has reached out to for engagement. She stated that she will continue to have conversations and distribute her postcards. Commissioner Hanson commented on the engagement she has completed, noting that during her interactions with the pickleball groups she is finding that many are not residents and has been trying to focus on the residents. Commissioner Muller commented that non-residents are still park users and could provide input. Ms. Lawrence agreed that there are park amenities shared between communities and input from those non-residents is still helpful. Chair Blanks reviewed the residents and groups that he has reached out to for engagement, noting that he has distributed over 350 postcards. He commented that people have been very receptive. Page 16 of 59 Commissioner Toth reviewed the groups he has reached out to and those he still plans to engage. He commented that he has received good feedback and hopes that they are providing that through the QR code format as well. Ms. Lawrence commented that the survey does close at midnight on May 22nd, but the QR Code will still be used for phase two engagement as well. She recognized that this is a large project and a lot of work, but it will only be as good as the engagement they receive. She appreciated the time the Commission has spent on this project. Commissioner Schifsky suggested that the Commission members reach out to places of worship that could remind their congregation to take the survey. Chair Blanks noted the responses that were considered duplicate and asked if it could have been potentially a husband and wife completing the survey. Ms. Lawrence commented on the multiple reasons the responses are considered duplicate, including the exact same answers for every question coming from the same IP address and VPN. Commissioner Meyer commented that when they did engagement prior to COVID there was a group that included master gardeners that she intended to reach out to during this engagement, but asked if that would be better for phase two. Ms. Lawrence noted that they are about one week from the deadline, and it would be fine to include new groups during phase two. The Commission reviewed upcoming events and volunteered to attend certain events in representation for the Commission. 7. Acknowledgement of Reports (continued) 7.e Parks and Recreation Strategic Planning Update Parks and Recreation Director Meredith Lawrence provided an overview of the progress on the Parks and Recreation Strategic Plan tasks. 8.New Business 8.a 2025 Preliminary Budget Discussion Parks and Recreation Director Meredith Lawrence stated that staff is asking that the Commission review and receive the Parks Capital Improvement Plan (CIP) and determine the next steps in presenting a proposed 2025 budget. She reviewed the goals which were created using the Parks and Recreation Strategic Plan, which included a CIP and Asset Management Plan (AMP). She described the budget process for the Commission, City Council and staff. She explained that just because a project is included in the CIP does not mean it will move forward, or that the estimated cost is the exact cost. She stated that projects can be moved forward or backward, placed on pause, or not move forward at all based on need, funding, and public input. She stated that the AMP and CIP may change with the input from the consultant during the Master Plan process, but for the proposed 2025 budget they will be using the existing Strategic Plan, AMP and CIP to make the recommendations to the City Council. She stated that for 2025, the Parks CIP has over $1,300,000 in projects and therefore the projects will be presented as options and the Commission will select its prioritized list to present to the Council Page 17 of 59 for potential inclusion in the budget as there is not that level of funding available. She stated that staff will review the projects under $10,000 and the focus tonight will be on the larger scale projects. She stated that in 2024, $275,000 in projects were approved by the Council with $530,000 approved in 2023, and $25,000 approved in 2022. She stated that the Commission should think of equity when reviewing the CIP and budget recommendations, to ensure equity across the park system and programming. She reviewed the projects listed within the CIP for 2024. Public Works Director Ryan Ruzek provided an update on trail projects as well as updates to park facilities such as picnic shelters. Ms. Lawrence commented that if the Commission is interested in the picnic shelter updates, staff could look into estimates for rehabbing those shelters rather than replacement. Chair Blanks confirmed the consensus of the Commission to direct staff to look into rehabbing the picnic shelters. Commissioner Hanson asked if it would make sense to look into the future, placing solar panels on the shelters to generate electricity for those shelters. Ms. Lawrence commented that if the Commission desired, staff could look into that. Mr. Ruzek commented that the City is maxed out on its allowable solar. Ms. Lawrence continued to review the 2024 CIP list of projects. Chair Blanks asked the estimated cost to replace only the swings at Rogers Lake. Ms. Lawrence estimated $20,000 to $25,000. Commissioner Meyer asked for additional information on basketball projects, specifically whether the cost to paint lines is actually $1,000. Ms. Lawrence noted that the cost is an estimate and dependent on multiple factors. She stated that better pricing could be gained by lumping together multiple projects. She hoped that some of that painting cost could come from the operating budget. Commissioner Meyer recognized that there are many smaller cost items related to basketball but if combined together that could be $50,000. Ms. Lawrence stated that prior to the next meeting staff could assess the basketball courts and hoops to better narrow that scope. Chair Blanks suggested that the Commission focus on the 14 projects that have a cost above $10,000 tonight. Ms. Lawrence asked that the scope be narrowed to six to nine projects and she will then gather more input from the Commission members prior to the next meeting to better align priorities. Commissioner Meyer commented that the Rogers Lake playground is in great shape and does not need to be on the list for 2025. Page 18 of 59 Commissioner Muller agreed. She asked if there are complaints or safety issues with the swings at Rogers Lake. Ms. Lawrence commented that she has received multiple calls from residents around Ivy Hills asking when that playground would be redone. She stated that she has not received any calls related to Rogers Lake. She commented that people have called about the swings stating that they are making noise or appear rusty. She stated that if there is a safety concern, the equipment is removed from usage immediately. Commissioner Muller stated that the swings have been pushed off and perhaps it would be helpful to have a replacement schedule, similar to what they are doing with baseball field maintenance. Commissioner Meyer suggested that the swings be replaced at either Valley or Ivy. Commissioner Schifsky stated that she does hear the most feedback on the swings at Ivy Hills, as that is a popular park item. She stated that perhaps the swings, or the whole playground, are done at Ivy Hills. She stated that perhaps the Master Plan provides additional guidance on the type of park that is desired in the future and therefore she would be hesitant to replace a playground while the planning process is underway. She stated that she has also heard users of the Wentworth basketball court requesting a full court and did not think that would change based on the feedback from the Master Plan. Commissioner Meyer commented that it would seem worthwhile to consider the swings at Rogers Lake and Ivy Hills, but perhaps not the playgrounds at this time. She stated that perhaps Valley would make sense because there is already construction in that area. Commissioner Toth referenced the Wentworth hockey boards and input from John Boland that the boards need to be replaced. He asked where the $30,000 estimate came from. Ms. Lawrence commented that is strictly an estimate. She noted that she can attempt to get better estimates on the priority list of the Commission. Commissioner Toth commented that better refined costs would help him to make decisions. Ms. Lawrence commented that it would not be feasible to have quotes provided for the full list, but between now and the June meeting staff would try to refine estimates on six to eight projects rather than the 45 projects on the list. Commissioner Toth asked if it would make sense to tackle everything at Ivy Hills now rather than picking a few things and then coming back in the future. Ms. Lawrence commented that communities take different approaches to their parks, either focusing on one park or sprinkling improvements across the park system. She noted that there is not a right answer, but when you add new things, people will use them. She asked the Commission to be mindful of equity. Chair Blanks commented that he would be comfortable tabling improvements at Rogers Lake with the exception of the swings and updates to the picnic shelter, as the skate park was a large improvement at that park that was just completed. Page 19 of 59 Commissioner Hanson agreed and liked the idea of spreading improvements throughout the parks, while addressing safety concerns. Commissioner Muller commented that she would not be interested in additional fiber projects until they see how the pilot at Mendakota can be assessed. She suggested that each member of the Commission provide their top one or two projects, which may create the list of eight projects for staff to work on. She stated that she would not be interested in replacing a playground while they are working on the Master Plan as that may provide better guidance. Ms. Lawrence commented that the Master Plan will not include concept plans for each park, and she does not see any trending data that a playground will be removed, therefore it would be safe to include a playground if desired. She also explained how the special park fund can be used and that the remainder of funding will need to come from the levy. Commissioner Toth asked staff for their recommendation. Ms. Lawrence commented that she does not have a list necessarily. She stated that regarding the hockey boards at Wentworth, if Mr. Boland says they need to be replaced, she would agree with his recommendation. She commented that there are seven playgrounds in the que for replacement from 2025 through 2029, acknowledging that things can be moved back if they do not need replacement. She stated that if a playground is not done in 2025, that will push the Commission back on that list. She commented that there has been increased use of basketball courts with two hoops, and that is the feedback she continues to hear from teens. She noted that basketball improvements also tend to fall on the lower end of the financial scale. She also agreed that rehabbing the picnic shelters could be a great idea as they are heavily used and perhaps the two shelters could be rehabbed for the same cost that replacement of one shelter would have had. Chair Blanks asked about the Kensington fence. Ms. Lawrence commented that the fence is structurally sound, but it is an eyesore with holes in some areas. She stated that while it does need work, it could be deferred for another year. The Commission agreed to defer that project for another year. Ms. Lawrence stated that staff has also considered alternatives such as netting that could be used over the fence. Commissioner Schifsky noted that the existing half court at Wentworth is in poor condition and asked if that would be replaced in addition to the new space that would be added to create a full court. Ms. Lawrence explained that a full court would be similar in size to the Marie Park court, which would be rectangular in shape with two hoops. Commissioner Meyer proposed the following projects: playground replacement at Valley Park, basketball expansion at Wentworth, City staff to evaluate the other basketball maintenance needs to provide a better estimate of cost, rehabilitation of the two picnic shelters, and potential swing set replacement at Rogers Lake and Ivy Hills. Chair Blanks commented that he would add the rink boards as recommended by Mr. Boland. Commissioner Meyer agreed. Page 20 of 59 Chair Blanks commented that he would also like to see the Hagstrom King connection point and Commissioner Schifsky agreed with that as well. Chair Blanks noted that they should also do an infield resurfacing, as they have been doing one of those each year. Commissioner Muller commented that she would prefer to do the playground at Ivy Hills. Mr. Ruzek provided additional details on the connection for Hagstrom King. Commissioner Muller commented that people can walk around that area to access the park. Ms. Lawrence commented that the connection mentioned was to the baseball field. Mr. Ruzek commented on the existing pedestrian ramp and noted that a trail could be run from that location to a concrete pad behind the backstop of the field, which would provide accessible access. Ms. Lawrence noted that they have also received requests for some seating/bleachers. Commissioner Muller identified a good location for a trash can at Hagstrom King. Ms. Lawrence stated that they could resolve the trash can location offline, outside of the budget discussion. She noted that the pricing for the connection is an estimate and she just wanted to better explain what the project would be. Commissioner Schifsky stated that it would be great to have access from both sides, with perhaps a different material placed around the park because the park has woodchips, as that would allow someone in a wheelchair to get around. Mr. Ruzek commented that for years they have talked about a connection from Hampshire Drive, noting that he would provide that connection when the street projects goes forward in the next five years. He stated that the other trail projects mentioned tonight would be the decision of the Commission on whether to move forward. He stated that there could not be an access to the back of the playground because it is too tall. Chair Blanks asked for input from the Commission on whether the playground replacement should occur at Ivy Hills or Valley. Ms. Lawrence noted that she could put both options on the survey and they can use the input she gathers from the Commission to determine which is favored. She then recapped the list provided from the Commission. Commissioner Muller questioned whether the basketball should be expanded at Wentworth versus Ivy Hills because of all the recent improvements at Wentworth, in terms of equity. Commissioner Meyer stated that she would prefer to do Wentworth as that park is now a draw and then people get there, and basketball is in poor shape. Commissioner Muller agreed and noted that if the playground is replaced at Ivy Hills, that would provide equity. Page 21 of 59 Ms. Lawrence commented that she will send a survey to the Commission members asking them to rank their priorities for these projects. She will compile those results for the Commission to review at its June meeting prior to making a recommendation. She suggested that the Commission also visit these sites and perhaps solicit input as well. She stated that she can also make a projection on costs that could be funded using the special parks fund. Commissioner Schifsky asked if the Commission were to recommend replacement of the playground at Ivy Hills and that were included in the budget for 2025, could that be changed prior to completing the project if the results of the Master Plan showed a need for replacement at a different park location would be higher priority. Ms. Lawrence commented that the Master Plan would be presented to this body and the City Council in January or February of 2025. She explained that if there is a playground replacement approved for inclusion in the 2025 budget, staff begins prepping the RFP in December so that the playground could be replaced in time for users to enjoy it during the summer months. She commented that she does not see any major changes to the playground space at Ivy Hills, again noting that concept plans will not be included in the Master Plan. She stated that thus far it has been noted that while there is not a need for additional playgrounds, there is also not a need to remove any. She stated that her concern with only doing the swing set at Ivy Hills would be that it would limit the playground in the future as the swing set container would need to be increased. She commented that even with the prioritized list, not all the parks projects will move forward at the City Council level because there is competition from the needs of all other departments. She stated that she will send the survey out by May 17th and asked that the surveys be completed no later than May 29th. She noted that in the update to the CIP and AMP they will aim to better spread the projects and develop a good plan moving forward, also identifying the financial needs for the future. 8.b Park Bench Donation Recommendation Parks and Recreation Director Meredith Lawrence stated that a park bench donation has been received from Laura Doty for Ivy Hills Park. She stated that staff walked the site with Ms. Doty and found a location that would be a good site. She stated that the desired plaque language was also included in the packet and staff agrees with both the plaque and bench location. Commissioner Schifsky asked if that is near the retaining wall that needs replacement. Ms. Lawrence stated that staff has discussed the option of removing that retaining wall and gently grading that area instead, noting that more details will come on that. She stated that staff has spoken with this donor and the previous donor to ensure that the potential of the retaining wall would not impact the bench locations. Motion Meyer/second Muller to recommend approval of the Park Bench Donation for Ivy Hills Park by Laura Doty. AYES 6: NAYS 0 8.a 2025 Preliminary Budget Discussion (continued) Commissioner Meyer asked if there should have been a recommendation on the proposed 2025 Par 3 projects. She stated that she does agree with the list but would continue to be opposed to the fiber. Ms. Lawrence stated that one of her goals for the golf course is to increase customer service and customer experience by having an online tee service, as they are one of the only metro courses where you have to call to make a tee time. She stated that they struggle with having a Page 22 of 59 strong enough connection to operate the phone, credit card machine, and an online tee service as the current connection is not strong enough. She stated that the golf course is intended to be self-sufficient and therefore she would review the funding that would be available. She noted that the fiber could also provide connection to the other golf course systems, such as irrigation. She stated that while she does recommend the tee service, she is investigating whether there would be an alternative to fiber to provide that connection. Chair Blanks commented that he would support the fiber connection for that reason. Commissioner Muller commented that she does support the online tee system and if fiber is needed to provide that, she would also support that. Ms. Lawrence commented that the fiber would also help to support cameras as there continues to be vandalism as well. She commented that the tee system would not only provide better customer service but also save staff time as in the spring she often has to drive to the course multiple times in order to schedule for schools. She confirmed the consensus of the Commission in support of the tee software and potentially fiber, noting that she will bring additional details back to the June meeting. She also noted recreation and stated that Ms. Eisfeldt is maxed out in her current capacity. She stated that they will need to review the recreation opportunities to determine the focus going forward. Commissioner Muller commented that it would nice to review those events after the new events are held to determine what is popular and what needs to change. Chair Blanks commented that he would prefer for staff to provide their recommendation and the Commission could then review and approve that. 9.Unfinished Business 9.a Commissioner Community Engagement Update for Master Plan 10.Staff Announcements No comments. 11. Commission Comments and Park Updates Commissioner Toth •Has been distributing the postcards with the QR Code and has enjoyed speaking with park users •Reminded residents to call into Gopher State for utility locates prior to doing yard or other projects that involve digging. Commissioner Muller •Friendly Hills and Kensington look great •The Rogers Lake skate park looks great Chair Blanks •Valley Park is awesome, and a lot of people are using it •Music in the Park begins tomorrow at Market Square Page 23 of 59 Commissioner Schifsky •Residents are eager to use the pickleball courts and there is concern with the pond scum and overflowing of the walkway that occurs when it rains. Residents continue to request a larger basketball court. •The swings are heavily used at Ivy Hills, and she is excited for yoga in the park Commissioner Hanson •Valley View was quiet today, and she did not notice a QR Code sign yet •Civic Center Park continues to be full when there are games going on Commissioner Meyer •Both Marie and Mendakota continue to be heavily used and enjoyed 11. Student Representative Update Student Representative Murphy commented that the parks are heavily used and look great. 13. Adjourn Motion Meyer/Second Muller to adjourn the meeting at 9:13 PM AYES 6: NAYS 0 Minutes drafted by: Amanda Staple TimeSaver Off Site Secretarial, Inc. Page 24 of 59 This page is intentionally left blank 6.c REQUEST FOR CITY COUNCIL ACTION MEETING DATE: June 18, 2024 AGENDA ITEM: Approve Liquor License Renewals ITEM TYPE: Consent Item DEPARTMENT: Administration CONTACT: Nancy Bauer, City Clerk ACTION REQUEST: Approve the renewal of liquor licenses. BACKGROUND: Current liquor licenses will expire on June 30, 2024. A completed renewal application and fees have been received from Haiku Japanese Bistro for an On-Sale Wine (including Sundays) and On-Sale 3.2% Malt Beverage (including Sundays) liquor license. The background investigations have been conducted on the licensee with no negative findings for Haiku Japanese Bistro. Documentation is incomplete for the renewal applications for the two Speedways in Mendota Heights. The required fees and documentation are still pending, as are the background check fees, a workers' compensation certificate form, certificate of liability insurance, and signed background consent forms for the store manager. Staff have contacted the licensing division to obtain the necessary renewal information. They have also been reminded that if their application is not complete by June 30, 2024, they will not be able to sell alcohol. This being the last Council meeting before the June 30 deadline, staff is seeking conditional approval from council for the issuance of an off-sale 3.2% malt beverage license pending receipt of the documents, required fees and state approvals. FISCAL AND RESOURCE IMPACT: N/A ATTACHMENTS: None CITY COUNCIL PRIORITY: Premier Public Services & Infrastructure Page 25 of 59 Page 26 of 59 This page is intentionally left blank 6.d REQUEST FOR CITY COUNCIL ACTION MEETING DATE: June 18, 2024 AGENDA ITEM: Approve Final Payment and Acceptance of the Rogers Lake Skate Park Improvements ITEM TYPE: Resolution DEPARTMENT: Public Works CONTACT: Ryan Ruzek, Public Works Director ACTION REQUEST: Approve Resolution No. 2024-32, to accept the work and approve the final payment for the Rogers Lake Skate Park Improvements. BACKGROUND: The City Council awarded this project to Goodmanson Construction at their July 5, 2023, City Council Meeting for the low bid of $199,353.00. The final payment for this contract is $11,522.66. The total costs for the project were $185,993.20. The contract work for the project has been completed, inspected, and approved. The project is ready for final payment. All required paperwork needed before the final payment can be issued has been submitted. FISCAL AND RESOURCE IMPACT: The project costs were funded by the Special Parks Fund. ATTACHMENTS: 1.Resolution 2024-32 CITY COUNCIL PRIORITY: Premier Public Services & Infrastructure Page 27 of 59 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2024-32 RESOLUTION ACCEPTING WORK AND APPROVING FINAL PAYMENT FOR THE ROGERS LAKE SKATE PARK IMPROVEMENTS WHEREAS, pursuant to a written contract with the City of Mendota Heights on July 6, 2023, with Bolton and Menk and Goodmanson Construction, has satisfactorily completed the improvements for the Rogers Lake Skate Park Improvements, in accordance with such contract. NOW, THEREFORE, BE IT RESOLVED by the Mendota Heights City Council that the work completed under said contract is hereby accepted and approved; and BE IT FURTHER RESOLVED that the Mayor and City Clerk are hereby directed to issue a proper order for the final payment on such contract in the amount of $11,522.66, taking the contractor’s receipt in full. Adopted by the Mendota Heights City Council this eighteenth day of June, 2024. CITY COUNCIL CITY OF MENDOTA HEIGHTS ______________________________ Stephanie B. Levine, Mayor ATTEST: Nancy Bauer, City Clerk Page 28 of 59 6.e REQUEST FOR CITY COUNCIL ACTION MEETING DATE: June 18, 2024 AGENDA ITEM: Approve Reappointment of Jay Miller and Hayley Heidelberg as Fire Captains for the Mendota Heights Fire Department ITEM TYPE: Consent Item DEPARTMENT: Administration CONTACT: Kelly Torkelson, Assistant City Administrator Dave Dreelan, Fire Chief ACTION REQUEST: Approve the reappointment of Jay Miller and Hayley Heidelberg as Fire Captains in the Mendota Heights Fire Department. BACKGROUND: Fire Captains serve as leaders within the fire department both on scene at an emergency and in supporting the department more broadly. Fire Captains in the Mendota Heights Fire Department serve four-year terms. After their term is complete, they can decide to either step down from the position or reapply to serve. Jay Miller and Hayley Heidelberg have both previously served as Fire Captains, and they have been re-selected through the interview process to continue in the roles. Jay Miller was first appointed as fire captain in 2016. He has served on the Mendota Heights Fire Department since 2008. Hayley Heidelberg was first appointed as fire captain in 2022, filling a captain vacancy position which had a term that just expired. She has been on the department since 2005. FISCAL AND RESOURCE IMPACT: These are budgeted positions in the 2024 budget. ATTACHMENTS: None CITY COUNCIL PRIORITY: Premier Public Services & Infrastructure Page 29 of 59 This page is intentionally left blank 6.f REQUEST FOR CITY COUNCIL ACTION MEETING DATE: June 18, 2024 AGENDA ITEM: Approve Police Officer Hire ITEM TYPE: Consent Item DEPARTMENT: Administration CONTACT: Kelly McCarthy, Police Chief Kelly Torkelson, Assistant City Administrator ACTION REQUEST: Approve the hiring of Emmah Thompson to the position of Police Officer with the Mendota Heights Police Department. BACKGROUND: Staff recommends the conditional hiring of Emmah Thompson to the position of Police Officer with the Mendota Heights Police Department. This is a non-exempt, benefit eligible position. It is recommended that she be compensated at the rate of $37.02 an hour per the 2024-2025 LELS employment contract. Thompson is a recent graduate of the Alexandria Technical and Community College Police Training and Education program. Thompson brings a passion for community policing, attention to detail and an enthusiasm to learn that will greatly benefit the department. Ms. Thompson's hiring is contingent on the successful completion of her psychological assessment. At this time, her start date is to be determined. FISCAL AND RESOURCE IMPACT: This is a budgeted position within the 2024 City Budget. ATTACHMENTS: None CITY COUNCIL PRIORITY: Premier Public Services & Infrastructure Page 30 of 59 This page is intentionally left blank 6.g REQUEST FOR CITY COUNCIL ACTION MEETING DATE: June 18, 2024 AGENDA ITEM: Accept Parks and Recreation Commissioner Resignation and Authorize the Advertisement of the Commission Opening ITEM TYPE: Consent Item DEPARTMENT: Parks and Recreation CONTACT: Meredith Lawrence, Parks and Recreation/Assistant Public Works Director ACTION REQUEST: Accept the resignation of Tica Hanson from the Parks and Recreation Commission and authorize the advertisement of the commission opening. BACKGROUND: Commissioner Tica Hanson has resigned from the Parks and Recreation Commission. Commissioner Hanson has served on the Parks and Recreation Commission since February 2023. Her term is set to expire on January 31, 2026. The City is grateful for Tica’s service, and she will be recognized at an upcoming meeting. In addition to accepting her resignation, staff are seeking authorization to advertise the open commission seat. Once the City Council appoints a new person to the seat, they will fulfill the remainder of the term. With the authorization of the City Council, staff will post the opening from June 20-July 11 with interviews of candidates occurring in late-July and an anticipated appointment by the City Council at the August 7 meeting. FISCAL AND RESOURCE IMPACT: None. ATTACHMENTS: None CITY COUNCIL PRIORITY: Economic Vitality & Community Vibrancy, Inclusive and Responsive Government Page 31 of 59 Page 32 of 59 This page is intentionally left blank 6.h REQUEST FOR CITY COUNCIL ACTION MEETING DATE: June 18, 2024 AGENDA ITEM: Resolution 2024-33 Approving an Administrative MRCCA Minor Development Permit for 1935 Glenhill Road [Planning Case No. 2024-14] ITEM TYPE: Resolution DEPARTMENT: Community Development CONTACT: Sarah Madden, Community Development Manager ACTION REQUEST: Adopt Resolution 2024-33 Approving an Administrative Mississippi River Corridor Critical Area (MRCCA) Permit for the property located at 1935 Glenhill Road. BACKGROUND: The applicant is requesting approval of a Mississippi River Corridor Critical Area (MRCCA) Permit to authorize the installation of a new privacy fence on the property. The former fence which enclosed the swimming pool area was in disrepair, and the new privacy fence has already been installed during the permit review process. The new privacy fence encloses an existing swimming pool, and the design and construction style of the replacement fence is consistent with City Code requirements for swimming pool fencing enclosures. The provided plans indicate a minor change in alignment of the fence on the south side of the swimming pool, however the fence project is otherwise a replacement of the former swimming pool enclosure. The new fence is proposed with a combination of cedar privacy fencing and aluminum fencing. will change the alignment of the former fencing, and be constructed of a combination of cedar privacy fencing and aluminum fence materials. The subject property is located within the R-1 Residential Zoning district; and is situated within the Mississippi River Corridor Critical Area overlay district. According to the city’s MRCCA Mapping of this area, the subject property is located in the SR-Separated by River District. The MRCCA Map of the subject property shows a demarcated bluff line approximately 40-ft. (at its closest point) from the proposed fence location. No part of this proposed fence will impact or affect any adjacent bluff, steep slopes, or bluff impact zones (BIZ). The MRCCA Mapping system also identifies any Primary Conservation Areas (PCA), which include protected areas such as established Significant Existing Vegetative Stands or Native Plant Communities on properties inside the MRCCA district. The location of this new fence does not Page 33 of 59 impact any part(s) of the adjacent PCA’s in this area. Pursuant to City Code Section 12-3-12, no building permit, zoning approval, or subdivision approval shall be issued for any action or development located in an area covered by this chapter (Miss. River Corridor Critical Area) until a site plan has been prepared and approved in accordance with the provisions of this chapter. Subpart D. of this section also includes an allowance for “Minor Developments”, which include minor improvements to a single-family property that can be approved directly by the City Council, without Planning Commission review or recommendation, and without a public hearing, but only if the minor project and plans conform to the general standards of this section. Eligible projects for an Administrative MRCCA Permit include small building additions, decks; fences; etc. All administrative approved projects must meet or comply with the following conditions (with Staff comments noted afterwards): 1.No part of the subject property shall have slopes of greater than eighteen percent (18%). Staff Comments: The new fence is being placed along the side and rear yard of the property, and the majority of the new fencing will be replaced within the same location as the former fence. According to Dakota County GIS mapping, the majority of the property is fairly flat and level, and does not contain any slopes or major gradients (over 18%). Staff believes and confirms this standard is being met. 2.No part of the project shall impact, disturb or be situated in a bluff line setback area as defined by this chapter, whether on the same parcel or on an abutting parcel of land. Staff Comments: Although the subject property is situated in the MRCCA overlay district, there are no bluffs within the project area; The southwest corner of the property contains a small section of area within the Bluff Impact Zone, however the bluff line is set back further to the southwest of the subject site, and the fence location is outside the Bluff Impact Zone and bluff setback area. The replacement of the fence is minimal and minor enough to not pose any threat or negative impacts to the abutting or neighboring properties. Staff confirms this standard is being met. 3.The proposed project shall not expand the enclosed area of the principal or accessory structures by more than two hundred (200) square feet. Staff Comments: Not applicable; there is no addition proposed under this permit. Staff confirms this standard is being met. 4.The proposed project shall not increase the height of any existing structure. Staff Comments: Not applicable; there is no addition being made to any structure(s) under this permit. Staff confirms this standard will be met. 5.The proposed project shall be in compliance with all other requirements of this Chapter, and any other applicable regulations. Staff Comments: The fence project and all related footings work and any restoration activities in and around this project site shall be in compliance with all other requirements of this Page 34 of 59 chapter, and any other applicable regulations, including the City’s Land Disturbance Guidelines. The proposed fencing is consistent with requirements for enclosures surrounding swimming pools within the City Code. Staff confirms this standard is or will be met. 6.The proposed project shall not result in significant changes to the existing finished grade. Staff Comment: The new fence is intended to follow the existing alignment of the former fence. Surrounding the south edge of the swimming pool area, the new fence alignment is squared as opposed to the former curved fence, but the changes do not impact the existing finished grade on the property. There are no plans by the fence contractor or homeowner to change these grades as part of this fence project. Staff confirms this standard is or will be met. 7.The proposed project areas shall include native vegetation. Staff Comments: This permit would allow the installation of a typical residential privacy fence on the property, which is also required to enclose the swimming pool area under the City’s existing codes. There are no plans to remove any vegetation or trees to install this fence. Staff confirms this standard is being met. Based on staff’s interpretation of the intent of the Minor Development provisions of Title 12-3-1, the scope of the project does not require Planning Commission recommendation and a public hearing; and therefore, may be given full consideration and approval by the City Council. Since there are no impacts to the Mississippi River Corridor’s bluff areas, bluff impact zone, or PCA’s in this district, and no impacts to the surrounding properties, staff recommends the City Council approve this Administrative MRCCA Permit to Premier Fence, on behalf of Allie and Jesse Rangel of 1935 Glenhill Road, with the findings-of fact and conditions as noted in the attached resolution. FISCAL AND RESOURCE IMPACT: Not Applicable ATTACHMENTS: 1.Resolution 2024-33 2.Aerial Map 3.MRCCA Application Materials 4.MRCCA Resource Map CITY COUNCIL PRIORITY: Economic Vitality & Community Vibrancy, Environmental Sustainability & Stewardship Page 35 of 59 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2024-33 RESOLUTION APPROVING AN ADMINISTRATIVE MISSISSIPPI RIVER CORRIDOR CRITICAL AREA (MRCCA) MINOR DEVELOPMENT PERMIT FOR PROPERTY LOCATED AT 1935 GLENHILL ROAD (PLANNING CASE NO. 2024-14) WHEREAS, Premier Fence (as “Applicant”) applied for an Administrative Mississippi River Corridor Critical Area (MRCCA) Minor Development Permit in order to install a new privacy fence to enclose a swimming pool, as proposed under Planning Case No. 2024-14, and for the property located at 1935 Glenhill Road, legally described in attached Exhibit A (the “Subject Property”); and WHEREAS, the Subject Property is located within the Mississippi River Corridor Critical Area Overlay District of the City of Mendota Heights, and the proposed project qualifies as a Minor Development under Title 12-3-12, Subpart D of the City Code provisions for those properties situated in the recognized MRCCA District; and WHEREAS, the proposed project is compliant with the required conditions for exemption from Planning Commission review and a public hearing, and can be considered and acted on directly by the City Council. NOW, THEREFORE, BE IT RESOLVED by the Mendota Heights City Council that the Administrative MRCCA Minor Development Permit for property located at 1935 Glenhill Road, and proposed under Planning Case No. 2024-14, is hereby approved and supported by the following finding-of-facts: A) The installation of the new fence required a MRCCA Permit for Minor Development and it was not obtained prior to installation of the fence. The applicant immediately worked with staff to submit the required application materials once the MRCCA Permit requirement was identified. B) The fence project poses no threat to the general health, safety and welfare of the public, or creates any negative impacts upon the MRCCA area, adjacent bluffs, bluff impact zones (BIZ’s), Primary Conservation Areas (PCA’s) or surrounding properties; C) The fence project will not impact or change any grades or drainage ways on the subject property; D) The fence project is in accordance with all requirements of the City’s Land Disturbance Guidelines; Page 36 of 59 Mendota Heights Res. 2024-33 Page 2 of 3 E) The fence project meets the general purpose and intent of the Mississippi River Corridor Critical Area Overlay District and City Code. AND BE IT FURTHER RESOLVED by the Mendota Heights City Council that the Administrative MRCCA Minor Development Permit as requested by Premier Fence and for the property located at 1935 Glenhill Road, is further hereby approved with the following conditions of approval: 1. The fence as installed is permitted to remain, but no additional construction or improvements are permitted under this MRCCA Permit for Minor Development. 2. Prior to the release of any escrow payment, all disturbed areas in and around the project site associated with the new fence installation shall be restored and verified by City Staff. Adopted by the City Council of the City of Mendota Heights this 18th day of June, 2024. CITY COUNCIL CITY OF MENDOTA HEIGHTS ________________________________ Stephanie B. Levine, Mayor ATTEST: ________________________________ Nancy Bauer, City Clerk Drafted by: City of Mendota Heights 1101 Victoria Curve Mendota Heights, MN 55118 Page 37 of 59 Mendota Heights Res. 2024-33 Page 3 of 3 EXHIBIT A Address: 1935 Glenhill Road, Mendota Heights, Minnesota 55118 PID: 27-81250-01-171 Legal Description: Lot Seventeen (17), Block One (1) in Valley View Oak, according to the recorded plat thereof; EXCEPTING THEREFROM all that part platted as Valley View Oak 2nd Addition, Dakota County, Minnesota. [Torrens Property] Page 38 of 59 666666 6666666666666666666666³ "" " "* !* !"" ( ! " " " ³66 6 666666666FMFM FM FM66 6 6 666 6666666666GLENHILL RDCULLIGAN LN This imagery is c op yrighted and lic ens ed by Nearmap US Inc , whic h retainsowners hip of the imagery. It is being p rovided by Dakota County under theterms of that lic ens e. Under that lic ens e, Dakota County is allowed top rovide ac c es s to the “Offline Cop y Add-On for Government”, on whic h thisimage s ervic es is bas ed, at 6-inc h res olution, s ix months after the c ap turedate, p rovided the us er ac knowledges that the imagery will be us ed in theirnormal c ours e of bus ines s and mus t not be res old or dis tributed for thep urp os e of direc t c ommerc ial benefit or gain. By ac c es s ing this imagery, Location Aerial Map1935 Glenhill Road Date: 6/11/2024 City ofMendotaHeights0125 SCALE IN FEET GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights. Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation. Page 39 of 59 Page 40 of 59 Page 41 of 59 Page 42 of 59 Page 43 of 59 This page is intentionally left blank Page 44 of 596.i Page 45 of 59 Page 46 of 59 Page 47 of 59 Page 48 of 59 Page 49 of 59 Page 50 of 59 Page 51 of 59 Page 52 of 59 Page 53 of 59 Page 54 of 59 Page 55 of 59 7.a REQUEST FOR CITY COUNCIL ACTION MEETING DATE: June 18, 2024 AGENDA ITEM: Patrol Fleet Purchasing Program ITEM TYPE: New and Unfinished Business DEPARTMENT: Police CONTACT: Kelly McCarthy, Police Chief ACTION REQUEST: Approve the purchase of seven patrol vehicles with public safety funds BACKGROUND: In 2023, the Minnesota State Legislature approved one-time public safety aid. In December, the City of Mendota Heights received $509,895 in state aid to assist with recruitment and retention. With the most crucial issue in public safety today being recruitment and retention of qualified officers, many Minnesota agencies are using the funds for pay raises, hiring bonuses, and retention bonuses. In addition to questions about the efficacy of signing and retention bonuses and their long- term impact on recruitment and retention, because these are one-time funds, any use for salaries and bonuses could result in local taxpayers incurring greater costs in the future. Currently, the city of Mendota Heights leases squad cars through the State of Minnesota. This was once an attractive and cost-saving program, but the terms have changed. In a three-year lease, the city pays the full purchase price of the vehicle and then returns it to the state. Given the changes in the state's public safety vehicle lease program, and the ongoing recruitment and retention challenges, the Mendota Heights Police Department is proposing a change in its fleet management program by moving from a patrol fleet that is leased, to purchasing squads and offering a take-home squad program for police officers. Because there is a narrow window in which the city can purchase squad cars, the department is asking for approval to use public safety aid funds to purchase seven patrol vehicles ahead of the normal budgeting cycle. FISCAL AND RESOURCE IMPACT: Through state purchasing contracts, we can purchase seven 2025 Ford Explorers with 150,000-mile 8- year warranties for $347,913. We have checked with local dealerships, and this represents the lowest price available. Public Safety Aid would be used for this purchase. Page 56 of 59 ATTACHMENTS: 1.Lease Agreement 2.Ford Quote CITY COUNCIL PRIORITY: Premier Public Services & Infrastructure Page 57 of 59 Page 58 of 59 Page 59 of 59