03 18 2025 City Council MinutesCITY OF MENDOTA HEIGHTS
DAKOTA COUNTY
STATE OF MINNESOTA
Minutes of the Regular Meeting
Held Tuesday, March 18, 2025
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, and Mazzitello
were also present. Councilor Maczko was absent.
PLEDGE OF ALLEGIANCE
Council, the audience, and staff recited the Pledge of Allegiance.
AGENDA ADOPTION
Mayor Levine presented the agenda for adoption. Councilor Lorberbaum moved adoption of the agenda.
Councilor Mazzitello seconded the motion.
Ayes: 4
Nays: 0
PUBLIC COMMENTS
No one from the public wished to be heard.
CONSENT AGENDA
Mayor Levine presented the consent agenda and explained the procedure for discussion and approval.
Councilor Mazzitello moved approval of the consent agenda as presented, pulling item I.
a. Approval of March 4, 2025, City Council Minutes
b. Approval of March 4, 2025, Council Work Session Minutes
c. Acknowledge Minutes from the December 10, 2024, Parks and Recreation Commission Meeting
d. Acknowledge Minutes from the January 14, 2025, Parks and Recreation Commission Work
Session
e. Acknowledge the November and December Par 3 Financial Reports
f. Authorize Reclassification of a Police Department Records Technician Position from Part -Time
to Full -Time
g. Authorize the Donation of Decommissioned Tasers
h. Approve a Contract for Tennis Court Resurfacing at Friendly Hills Park
i A ......eve D eseli ffien 2025 13 n ..eepting a Park T2..neh Donation
j. Award Professional Services Contract for the Development of an ADA Transition Plan
k. Authorize the Purchase of Replacement Fire Department Brush Truck
1. Approve a Local Affordable Housing Aid (LAMA) Agreement with Dakota County Community
Development Agency
m. Approve Resolution 2025-15 Accepting Bids and Awarding Contract for the Fire Department Roof
Replacement Project
n. Approve January 2025 Treasurer's Report
o. Approval of Claims List
Councilor Paper seconded the motion.
Ayes: 4
Nays: 0
PULLED CONSENT AGENDA ITEMS
I) APPROVE RESOLUTION 202543 ACCEPTING A PARK BENCH DONATION
Councilor Paper stated that this park bench donation will be installed at Mendakota Park near the
basketball courts in memory of Doug Mogelson. He commented on the memories that he shared with
Doug Mogelson and appreciated the donation from Sam Hanson.
Councilor Paper moved to approve RESOLUTION NO. 2025-13 ACCEPTING A PARK BENCH
DONATION.
Councilor Lorberbaum seconded the motion.
Ayes: 4
Nays: 0
PRESENTATIONS
A) CITY COMMUNICATIONS REPORT
Assistant City Administrator Kelly Torkelson reviewed data from the existing communications channels
used by the City and shared feedback from the 2025 City Communications survey. She also highlighted
new features that residents can leverage with the existing communication tools to ensure they are able to
stay up to date on topics that matter most to them.
Councilor Lorberbaum asked if the messaging is redesigned for each social media platform when sharing
the same message.
Assistant City Administrator Kelly Torkelson replied that the different platforms have slightly different
needs in terms of how the messages are crafted. She stated that the goal is to ensure that messaging is
consistent. The original message is shared on the City website and small tweaks are made for each
platform.
Councilor Paper asked the length of time that passes without engagement before a resident is culled from
the email list.
March I8, 2015, Mendota Heights City Council Page 2 of 6
Assistant City Administrator Kelly Torkelson replied that if a resident has not engaged with the emails for
over one year, they are removed from the list.
Councilor Lorberbaum noted that the Airport Relations Commission is not listed under the agenda packets
item.
Assistant City Administrator Kelly Torkelson replied that she can provide that information and confirmed
that meeting is included on the list but simply was not shown in the presentation.
Councilor Mazzitello asked how a resident would opt in to these communications.
Assistant City Administrator Kelly Torkelson stated that there is a pop-up on the City website that will
ask if the user would like to subscribe. She stated that another option to subscribe is available on the City
communications page.
Councilor Lorberbaum commented that the spring/summer programming guide was wonderful, enticing
to read, and a good reference resource.
Mayor Levine asked staff to provide more information on the survey itself.
Assistant City Administrator Kelly Torkelson replied that the survey has been completed for the past three
years with consistent questions asked each time to allow for comparison. She stated that the survey was
open for responses for three months and about 80 people responded this year, compared to about 120
people in previous years. She explained that this survey does not have a cost to the City and if interested
the Council could look into a more extensive survey that would have an associated cost.
Mayor Levine commented that she appreciates the accessibility of the City and the attempt to meet people
where they are. She welcomed any suggestions residents may have to continue to make communications
more accessible.
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No items scheduled.
A) PROFESSIONAL SERVICES CONTRACT WITH ICS FOR THE COMPLETION OF A CITY
I3AI,L AND POLICE DEPARTMENT FACILITY CONDITION ASSESSMENT AND SPACE
UTILIZATION STUDY
City Administrator Cheryl Jacobson explained that the Council was being asked to approve a professional
services contract with ICS for the completion of a City Hall and Police Department facility condition
assessment and space utilization study.
Councilor Mazzitello stated that this will be the first time many people in the city will hear details about
this project and asked if part of the community engagement plan would explain the need for this project.
March 18, 2025, Mendota Heights City Council Page 3 aJ6
Police Chief Kelly McCarthy stated that this should not be the first time people are hearing about this as
there is an entire page on the Police Department section of the website dedicated to the space needs studies.
She noted that bonding bills have been submitted, tours have been conducted, and information has been
shared on the City Facebook page. She confirmed that would continue to be a part of the community
engagement plan.
City Administrator Cheryl Jacobson stated that facy needs were also discussed as part of the Parks
System Master Plan process.
Councilor Lorberbaum asked why they would be choosing this contractor and why the City did not go out
for an RFP.
City Administrator Cheryl Jacobson replied that ICS came highly recommended to City staff and the City
began engaging with the firm about 2.5 years ago, therefore, they are not new to the table. She stated that
ICS has worked with the local school districts and has municipal experience as well.
City Attorney Amy Schmidt stated that for professional services agreements, there is no requirement for
competitive bidding.
Councilor Lorberbaum commented that she noticed that the firm is also willing to assist with possible
referendum details.
City Administrator Cheryl Jacobson confirmed that this is afull-service engagement in this phase of
requested work and cormnented that the price is very affordable for the level of engagement and service
that will be provided.
Councilor Paper commented that the price of $ I5,000 for the scope of services seems low.
City Administrator Cheryl Jacobson stated that ICS is a for -profit company that is in the construction
business, noting the potential for the company to propose a cons trnction management contract in the
future.
Councilor Paper commented that the pricing is very reasonable.
Mayor Levine stated that there was an allocation three budget cycles ago of about $400,000 and asked if
this expense would be related to that budget.
City Administrator
Cheryl
Jacobson confirmed
that
this expense would come from those funds. She
provided additional
details
on the other expenses
that
have come out of those funds.
Councilor Mazzitello moved to approve PROFESSIONAL SERVICES CONTRACT WITH ICS FOR
THE COMPLETION OF A CITY HALL AND POLICE DEPARTMENT FACILITY CONDITION
ASSESSMENT AND SPACE UTILIZATION STUDY,
Councilor Lorberbaum seconded the motion.
Ayes: 4
Nays: 0
March I8, 1015, Mendota Heights City Council Page 4 of 6
B) RESOLUTION 2025-14 TO ACCEPT BIDS AND AWARD CONTRACT FOR THE FRIENDLY
HILLS NEIGHBORHOOD IMPROVEMENTS
Assistant City Engineer as Ritchie provided a brief background on this item. The Council was being
asked to consider Resolution 2025-14 accepting bids and awarding the contract for the Friendly Hills
Neighborhood Improvements project.
Councilor Mazzitello asked if there would be one assessment hearing for both project areas or one in 2025
and one in 2026.
Assistant City Engineer Lucas
Ritchie
replied that there
would be one assessment heazing
that would
include both project areas using
the true
construction costs
from 2025
and projected costs for
2026,
Councilor Paper asked if staff could reasonably identify the $1,00Q000 difference between the estimated
cost and bid.
Assistant City Engineer Lucas Ritchie replied that the engineer's estimate was spot on based on the
volatility in the construction market over the past few years. He stated that the bids show that the
construction market has begun to stabilize. He noted that Bituminous Roadways is a local company and
the ability to utilize a construction company for two seasons is a win for both the City and the contractor.
Councilor Mazzitello commented on the great work of staff, noting that the engineer's estimate was almost
in the middle of the bids received.
Mayor Levine asked if the City typically receives six bids for projects
Assistant City Engineer Lucas Ritchie stated that for last year's road project, the city received three bids
and five bids on another road project. He stated that the number of bids is sometimes linked to the cost
of the project and noted that staff sent the bid out early for the project in an attempt to gain favorable
pricing.
Mayor Levine recognized the great work of staff to secure lower prices. She asked for additional
information on the utility franchise fees that will be used to fund a portion of the project.
Finance Director Kristen Schabacker provided additional information on the utility franchise fees that
were implemented and the funds anticipated to be collected. She explained that these funds were included
in the 2025 budget.
Councilor Paper asked if the contractor would complete the wear course this summer or whether that
would be done in phase two.
Assistant City Engineer Lucas Ritchie stated that the wear course would be done in the year the project
section is completed, explaining that the 2025 project azea would receive the wear course in 2025 and the
second phase would occur in 2026,
March 18, 2025, Mendota Heights City Covnci! Page S of 6
Councilor Mazzitello moved to adopt RESOLUTION NO. 202544 ACCEPTING BIDS AND
AWARDING CONTRACT FOR THE FRIENDLY HILLS NEIGHBORHOOD IMPROVEMENTS
PROJECT (PROJECT #202407).
Councilor Paper seconded the motion.
Ayes: 4
Nays: 0
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City Administrator Cheryl Jacobson announced upcoming community events and activities.
COUNCIL COMMENTS
Councilor Paper stated that he and Councilor Mazzitello hosted the most recent Coffee with the Council
which is a great format to allow informal discussion.
Councilor Lorberbaum stated that Mazch is Women's History Month and shazed a quote.
Councilor Mazzitello echoed the comments related to Coffee with the Council and welcomed input from
the public on preferred dates, times, and locations for future events. He stated that on Saturday he
participated in a fundraising event through USA for Vets, which is a local nonprofit that raises funds for
other veteran nonprofit organizations. He challenged neighboring communities to rekindle the mayors
pickleball tournament. He stated that tomorrow is the Feast of Saint Joseph, the patron saint of Italy, and
wished Italians a happy holiday.
Mayor Levine reminded residents that they can register for the Officer Scott Patrick SK.
ADJOURN
Councilor Mazzitello moved to adjourn.
Councilor Paper seconded the motion.
Ayes: 4
Nays: 0
Mayor Levine adjourned the meeting at 8:02 p.m.
V
Step nie . Levine
Mayor
ATTEST:
a ? Cis
ga#cy Balier
City Clerk
March 18, 1015, Mendota Heights Crry Coancil Page 6 of 6