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2024 08 12 CC Work Session MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA Minutes ofthe City Council Work Session Monday, August 12, 2024 Pursuant to due call and notice thereof, a workshop of the Mendota Height City Council was held at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota, CALL TO ORDER Mayor Levine called the work session to order at 4:00 p.m. Councilmembers Lorberbaum, Mazzitello, Miller and Paper were also present. Others present included City Administrator Cheryl Jacobson and Assistant Public Works/Parks and Recreation Director Meredith Lawrence. PARKS AND RECREATION COMMISSION INTERVIEWS The city council interviewed the following candidates to fill a Parks and Recreation Commission vacancy: Jennifer Weichert an Cortes Valdes Fred Veinfurt FY2025 PROPOSED BUDGET REVIEW Others present for the FY 20025 Proposed Budget review included Assistant City Administrator Kelly Torkelson, Public Works Director Ryan Ruzek, Finance Director Kristen Schabacker, Public Works Superintendent John Boland, and City Clerk Nancy Bauer. City Administrator Cheryl Jacobson gave an overview of the proposed FY 2025 Budget. She noted that the city's fiscal year runs from January 1 to December 31 and that the preliminary budget must be adopted by September 30. Approval is planned to take place at the September 17 city council meeting. Administrator Jacobson asked that the council review the base budget for each department and generally review department budget requests; with an in-depth discussion of budget requests once all department base budgets had been reviewed. City Administrator Jacobson reminded the council of their priorities for 2023 and 2024. She provided a market value summary for Mendota Heights for tax years 2022, 2023, and 2024, noting that the median home value for 2024 is $540,000, up 2.5% from the previous year. The proposed levy for 2025 is $13,200,559, an increase of 2.41% from 2024. The general fund is $12,962,547, an increase of 5.12% from 2024, City Administrator Cheryl Jacobson highlighted two items relating to compensation including a request for additional overtime from Public Works for parks maintenance and a review of the market and pay equity for staff. She noted that overall, there were 32 budget requests submitted totaling $2.5 million. She reminded the City Council that they are not expected to fund all requests and that she and the Finance Director had provided recommendations for approval or denial. Engineering -Public Works Director Ryan Ruzek stated that the deparrinent worked hard to keep the proposed budget flat. He said the biggest expenses are personnel costs and training amounts were increased with the addition of the assistant city engineer position. A capital outlay request for a new engineering pickup truck was included. This had been recommended by staff for approval. Sri•eets/Sewer/Utilities- City Administrator Cheryl Jacobson stated that there was a slight decrease in the streets budget. Public Works Superintendent John Boland said several capital outlay items were requested. A cold planer is being requested as an attachment for a skid steer and would be used for street blacktop patching. This item would be purchased from the street budget. The other capital outlay items would be divided among streets, parks and utilities. The items being requested were adding a new garage door, parking lot replacement, garage door apron replacement, front end loader and pavement rehabilitation. An outlet would be installed on the south wall at the public works garage and a garage door would be installed. Public Works Director Ryan Ruzek described the annual pavement rehabilitation budget request. Bonding and using franchise fees for this type of work was discussed. It was noted that updating the street rehabilitation and assessment policy should be discussed at a future city council work session. City Administrator Cheryl Jacobson said she and the Finance Director recommended approval of the cold planer and the new garage door installation. Public Works Director Ryan Ruzek reported that a 5%sanitary sewer rental rate increase went into effect in 2024 and was planned for 2025. Most of the utility costs are to pay the Metropolitan Council for treating the sanitary sewer. Sanitary sewer pipes and lining was discussed. Public Works Superintendent John Boland described the SCADA capital outlay request and reported the systems are used to remotely monitor the lift stations. Staff had recommended the purchase of three more SCADA systems to install on three lift stations. Storm Water/Street Light- Public Works Director Ryan Ruzek said these items do not affect the general levy. The biggest budget increase was for other professional services for pond Augusl 12, 2024, Mendota Heights City Council Work Session Minutes Page -2 inspections. It was noted that a natural resources intern may be hired in 2025. Public Works Superintendent John Boland reported that the street light poles continued to be integrity tested. Staff anticipates replacing five or six poles a year due to corrosion. It was noted that street lighting is not a levied fund. Both capital outlay items were being asked to be approved. Parks/Special Parks- Public Works Director Ryan Ruzek said the parks budget was budgeted at just a little over a 3% increase. Public Works Superintendent John Boland described the existing staffing schedule for park employees from April to October. He is proposing that all public works staff work Monday through Friday with overtime if working on weekends. The hockey board replacement at Wentworth Park was discussed and was not recommended for approval. Parks and Recreation/Assistant Public Works Director Meredith Lawrence reported that the Ivy Hills Park playground replacement is requested because it is past its useful life. Public Works Director Ryan Ruzek gave an overview of the two Oheyawahe capital requests. The Oheyawahe interpretive plan and Oheyawahe overhead utilities were both recommended for approval. Parks and Recreation/Assistant Public Works Director Meredith Lawrence reported that the Parks and Recreation Commission were recommending approval of the capital outlay items in the order of prioritization. The work for expanding the basketball court was described and discussed. The Wentworth basketball expansion was not recommended by staff for approval. The Valley Park picnic shelter to add electricity was discussed and not being recommended for approval. The Hagstrom King Park connection was discussed and was recommended for approval by staff. Public Works Director Ryan Ruzek reported that state aid funds could be used to pay for some of the costs for the Hagstrom King Park connection. The basketball hoop replacement was not recommended for approval. Recreation -City Administrator Cheryl Jacobson reported that recreation was one of the biggest areas in parks and had a 7.14%increase. Staff were recommending a budget request for hiring a recreation facilities coordinator that would support Par 3 and other recreation programs and services. Parks and Recreation/Assistant Public Works Director Meredith Lawrence gave an overview of the position. This request is being recommended for approval by staff. Assistant City Administrator Kelly Torkelson discussed the existing need for additional staff if the council were interested in maintaining the existing programs and services offered by the department. The proposed position would provide a dedicated staff person to support the golf course as well as free up additional time and resources for parks staff to address other priorities including supporting events in natural resources. Par 3 -Parks and Recreation/Assistant Public Works Director Meredith Lawrence reported August 12, 2024, Mendota Heights City Council Work Session Minutes Page -0 that it has been a good year so far for the Par 3. Staff are proposing implementing an online tee software and additional staff person. With the online tee software, staff anticipates this would result in increased revenues and customer service experience. Assistant City Administrator Kelly Torkelson reported that one of the most searched areas of the city's website is for available tee times at the Par 3. Staff noted that they would not have the capacity to roll out a new online tee time software/POS system without the additional staffing support. Recycling - Parks and Recreafion/Assistant Public Works Director Meredith Lawrence reported that the only expense is the shared staff person. There is grant funding of $10,000 from Dakota County, Natural Resources - -Public Works Director Ryan Ruzek reported that the natural resources budget is continuing to be created, with amounts being moved from the Parks budget. He noted a 7.04% increase and suggested moving some of the amounts in the budget to correctly reflect the costs for the categories of tree canopy program ($25,000 to $27,000), tree removal ($125,000 to $100,000) and tree planting ($0 to $10,000), Mayor Levine asked if a portion of a parks position was moved to Natural Resources would the salary be reflected in the Natural Resources budget. Parks and Recreation/Assistant Public Works Director Meredith Lawrence answered that staff could do a deeper dive into that topic. Parks programming has been done regarding natural resources but is budgeted in the parks programming budget. � • JC ►lul Councilor Mazzitello made a motion to adjourn the meeting, seconded by Councilor Paper, and unanimously carried. The meeting adjourned at 8:00 p.m. V/�-- Stephanie B. Levine, Mayor ATTEST: Na cy BaJer. City Clerk August f2, 2024, Mendota Heights City Council Work Session Minutes Page -4