Loading...
12 16 20256 City Council MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY Minutes of the Regular Meeting Held Tuesday, December 16, 2025 Pursuant to due call and notice thereof, the regular meeting of the City Council, City of Mendota Heights, Minnesota, was held at 6:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota, CALL TO ORDER Mayor Levine called the meeting to order at 6:00 p.m. Councilors Lorberbaum, Paper, Mazzitello, and Maczko 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 Paper seconded the motion. Ayes: 5 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 Lorberbaum moved approval of the consent agenda as presented, pulling items D, F, I, M, and N. a. Approval of December 2, 2025, City Council Minutes b. Approval of December 2, 2025, City Council Work Session Minutes c. Approve 2026 Schedule of City Council Meeting Dates d. Adopt ReseWiRn 2024 90 Aeeeptiag a Donation the C-,Rqi; Family Foundation e. Approve the Appointment of Mayor Stephanie Levine to the St. Paul Regional Water Services (SPRWS) Board of Water Commissioners €. Approve 2026 auftth of july Fire-wOrks g. Authorize a Second Amendment to the Joint Powers Agreement with Dakota County to Operate Residential Food Scraps Drop Site h. Approve the 2026 Community Waste Abatement Agreement with Dakota County j. Authorize the Purchase of a Replacement Fire Department Chief 1 Vehicle k. Approve Fire Holiday Pay Policy 1. Adopt Resolution 202548 Adopting the 2026 Pay Classification Plan for Non -Union Employees m. Approve 27 Uni n Adopt Ordinanee n., 605 Public Works City Code 10 c 6. Water Surcharge o. Approve a Grant Agreement for the Geothermal Planning Project p. Adopt Resolution 2025-87 Accepting Bids and Awarding Contract for the Basin IV-P126 Improvement Project q. Adopt Resolution 2025-84 to Defer Street Rehabilitation Assessment at 723 Cheyenne Lane r. Adopt Resolution 2025-91 Accepting Work and Final Payment for Emerson Avenue Street Improvements Project 202306 s. Approval of Claims List Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 PULLED CONSENT AGENDA ITEMS D) ADOPT RESOLUTION 2025-90 FORMALLY ACCEPTING A DONATION FROM THE COSS FAMILY FOUNDATION Mayor Levine acknowledged the incredibly generous gift that the Coss Family Foundation provided to the Fire Department. She stated that the funds are used to purchase equipment for fire safety, which benefits the entire community. Mayor Levine moved to adopt RESOLUTION N0.2025-90 FORMALLY ACCEPTING A DONATION FROM THE COSS FAMILY FOUNDATION. Councilor Maczko seconded the motion. Ayes: 5 Nays: 0 F) APPROVE 2026 FOURTH OF DULY FIREWORKS Mayor Levine commented that this July will be the 2501h anniversary of the United States becoming a country, and Mendota Heights is one of the only communities in the area that has (reworks on July 4 h. She stated that the City will be doing some fun things around the 41h of July holiday and encouraged residents to stay tuned. Mayor Levine moved to approve THE BUDGET EXPENDITURE FOR THE CITY'S FOURTH OF JULY FIREWORKS DISPLAY AND AUTHORIZE THE CITY ADMINISTRATOR TO EXECUTE THE NECESSARY CONTRACT AND AGREEMENTS WITH J & M DISPLAYS AND MENDAKOTA COUNTRY CLUB, Councilor Mazzitello seconded the motion. Ayes: 5 December 16, 2025, Mendota Heights Cig� Council Page 2 of 77 Nays: 0 I) APPROVE THE PURCHASE OF A STANDBY GENERATOR FOR THE PAR 3 MAINTENANCE BUILDING Councilor Maczko stated that he is a little reluctant to approve this and was curious as to the number of times the power has gone out at the Par 3 in the last five years, the length of outages, and whether those outages are occurring in the summer or winter. Parks and Recreation/Assistant Public Works Director Meredith Lawrence estimated that a dozen outages have occurred in the last five years, with 75 percent of outages occurring in the cold weather months and 25 percent in the warm weather months. She stated that the duration of outages was dependent on the reason, from a few hours to as long as three days. She commented that she does not have full reports from Xcel Energy, and this is based on the times that she has been called with reports at night and/or on weekends. She explained what occurs when an outage occurs. Councilor Maczko commented that he cannot recall many three-day outages ever, as a resident. He stated that he cannot support spending $11,000 on a generator for the maintenance building. He stated that he would support wiring a transfer switch to the building but could not support this request as he has not seen data that a generator is needed. Councilor Mazzitello moved to approve THE PURCHASE OF A STANDBY GENERATOR FOR THE MENDOTA HEIGHTS PAR 3 MAINTENANCE BUILDING FROM ALLIED GENERATORS FOR $11,350. Councilor Lorberbaum seconded the motion. Ayes: 4 Nays: 1 (Maczko) M) APPROVE 2026-2027 PUBLIC WORKS UNION CONTRACT WITH TEAMSTERS LOCAL 320 Councilor Lorberbaum stated that she wanted to ensure that everyone was comfortable with the red line versionI Councilor Mazzitello asked if a copy of the redline contract was provided, as he did not see it. City Administrator Cheryl Jacobson stated that a red line copy was not provided in the packet, but was requested by and provided to Councilor Lorberbaum and provided at the dais. Councilor Lorberbaum moved to approve THE 2026-2027 LABOR AGREEMENT WITH THE TEAMSTERS LOCAL 320 REPRESENTING PUBLIC WORKS EMPLOYEES. Councilor Mazzitello seconded the motion. Further discussion: Councilor Maczko asked that this type of information be provided in the packet in the future. He, appreciated the red line copy, as there were a few more language changes that he found interesting and would have liked to see ahead of time. December 16, 2025, Mendota Heights Ciry Council Page 3 of 17 Ayes: 5 Nays: 0 N) ADOPT ORDINANCE 605 —AMENDING CITY CODE 10-5-6: WATER SURCHARGE Councilor Lorberbaum acknowledged that prices increase, but in this case, the surcharge is being reduced. She explained that Mendota Heights residents have a surcharge for the water utility system, which was originally ten percent, decreased to five percent, and will now be decreased to 2.5 percent. She explained the improvements that are funded through the surcharge. Councilor Lorberbaum moved to adopt ORDINANCE NO. 605 AMENDING CITY CODE 10-5-6: WATER SURCHARGE. Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 No items scheduled. PRESENTATIONS PUBLIC HEARING A) 2026 FEE SCHEDULE City Clerk Nancy Bauer explained that the Council was being asked to hold a public hearing to consider Ordinance 604, which would adopt the 2026 Fee Schedule, Councilor Lorberbaum moved to open the public hearing. Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 There being no one coming forward to speak, Councilor Mazzitello moved to close the public hearing. Councilor Paper seconded the motion. Ayes: 5 Nays: 0 Councilor Mazzitello moved to adopt ORDINANCE 604 AMENDING THE FEE SCHEDULE. Councilor Lorberbaum seconded the motion. Further discussion: Councilor Maczko stated that there was a request from a citizen earlier in the year related to building permit fees, and there was a promise to have a discussion before considering fees for the year. He stated that City Administrator Cheryl Jacobson told him that they would have that discussion in the first quarter of 2026, and he asked what the harm would be in waiting to have that discussion prior to adopting the fees. December 16, 2025, Mendo(a Heights Crty Council Page 4 of/7 City Clerk Nancy Bauer replied that staff asks that the Council adopt these changes tonight so that the increases can be reflected in the Par 3 system prior to 2026. She stated that park reservations and fee inquiries begin to occur in January of 2026, Councilor Maczko commented that he does not want the discussion of the building permit fees to fall aside, using the example of a window permit. He stated that if this is going to be adopted tonight, then he would like a commitment that this discussion occurs early in the first quarter. His other suggestion was to postpone this action to January and hold the workshop on building permits in January as well. City Clerk Nancy Bauer commented that the discussion on building permits will occur early in 2026, and the fee schedule can then be amended as needed. City Administrator Cheryl Jacobson confirmed that the building permit discussion is on the workshop agenda for February. She asked that the fee schedule be approved tonight, with the commitment that staff will reevaluate the permits based on valuation in February. Mayor Levine acknowledged three new opportunities for resident park donations to include trees, picnic tables, and free little libraries. Ayes: 5 Nays: 0 Councilor Mazzitello moved to approve SUMMARY PUBLICATION OF ORDINANCE NO. 604. Councilor Lorberbaum seconded the motion. Ayes: 5 Nays: 0 B) RESOLUTION 2025-89 PUBLIC HEARING ON MUNICIPAL CONSENT FOR THE SIBLEY MEMORIAL HIGHWAY IMPROVEMENT AND TURNBACK Public Works Director Ryan Ruzek provided background information on the request. The Minnesota State Department of Transportation (MnDOT) is planning on rehabilitating Sibley Memorial Highway in advance of a turnback to the City. As part of the design process, MnDOT needs to ask for local government approval of the sixty percent design plans. Nicole Stromgren, MnDOT Project Manager, provided an overview of the proposed Sibley Memorial Highway improvement project. Councilor Lorberbaum asked why the City is asked for approval at the sixty percent design phase rather than waiting until the design is completed. Ms. Stromgren stated that, typically, involvement of the City occurs at an earlier phase, but this project did not include a layout phase. She was unsure why municipal consent was requested at this phase. December 16, 2025, Mendota Heights City Council Page 5 of 17 Public Works Director Ryan Ruzek explained that MnDOT wants to ensure that there is support before they continue to invest time and money finalizing the design; therefore, this is the most efficient way to move through the process. Councilor Maczko asked about the transition point between the north and south sections. Public Works Director Ryan Ruzek identified the Mendota interchange project that was completed in the early 90s, noting that the section where curb and gutter occur is the transition point. Ms. Stromgren noted that most of the project is within the southern portion. Mayor Levine acknowledged that this turnback has been discussed for many years. She acknowledged that typically roads last 25 years and asked how long this reconstruction is expected to last before the City would be on the hook for reconstruction, noting that there are no properties to assess for improvements. Ms. Stromgren stated that MnDOT anticipates that this treatment would last 12 to 15 years. Public Works Director Ryan Ruzek replied that this would be considered a State turnback and, therefore, MSA funds could be used for future improvements. Mayor Levine acknowledged that MSA funds could be used, but that would not cover the entire cost. Public Works Director Ryan Ruzek acknowledged that the City will need to make decisions within the next ten years as to how it wants to treat the roadway for improvement. Councilor Paper asked how far out in the future the City can make a decision that it no longer wants to take care of this road for the section from the trucking companies north. He asked how long, after the improvements, the City would be obligated to keep this section open. Public Works Director Ryan Ruzek replied that this would be a State -aid section. He stated that if the City chose to cul-de-sac the road within 12 to 15 years after the improvement, it could do so, but it would no longer be MSA eligible. Councilor Mazzitello moved to open the public hearing. Councilor Paper seconded the motion. Ayes: 5 Nays: 0 There being no one coming forward to speak, Councilor Mazzitello moved to close the public hearing. Councilor Paper seconded the motion. Ayes: 5 Nays: 0 Councilor Mazzitello moved to adopt RESOLUTION NO. 2025-89 APPROVING MUNICIPAL CONSENT FOR THE MINNESOTA DEPARTMENT OF TRANSPORTATION SIBLEY MEMORIAL HIGHWAY REHABILITATION PROJECT, December 16, 2025, Mendota Heights City Council page 6 of77 Councilor Paper seconded the motion. Further discussion: Councilor Mazzitello stated that 17.5 years ago, he started employment with the City of Mendota Heights, and they were already discussing this turnback, noting that multiple iterations have been discussed for this segment, and he was happy to see a resolution for that. He stated that the turnback funds and MSA funds could be used for a future improvement project. Ayes: 5 Nays: 0 C) RESOLUTION 2025-86 ORDERING OF IMPROVEMENTS FOR THE HAMPSHIRE ESTATES STREET PROJECT Assistant City Engineer Lucas Ritchie provided background information and stated that the Council was being asked to approve Resolution 2025-86, ordering the Hampshire Estates Street Improvements project. Councilor Mazzitello asked if this project is being designed by City staff. Assistant City Engineer Lucas Ritchie confirmed that this project is intended to be designed internally by staff, but consultant assistance may be requested for construction observation. Councilor Mazzitello commented that Engineering Technician Bobby Crane is one of the best there is, and he was confident that this would be a great project design with him at the helm. Councilor Lorberbaum noted that within the consent agenda, there was an item for a deferred assessment and confirmed that option would be available for this project as well. She reviewed the criteria that would allow a resident to defer their assessment, noting that the assessment would continue to accrue interest until the property transfers ownership or the assessment is paid. Councilor Maczko asked if the pavement section is only two to 2.5 inches in thickness. Assistant City Engineer Lucas Ritchie confirmed that was the average thickness found through their preliminary work. Mayor Levine stated that the developer would have installed the road, as this is the original road in that area. Councilor Maczko commented that it is amazing that the roads are in the condition they are with that thickness. He asked if the new section would be three to four inches in thickness. Assistant City Engineer Lucas Ritchie confirmed that they would be installing a four -inch thickness. Councilor Maczko commented that it is disappointing that the City did not notice the thickness upon its original inspection. He stated that he likes the idea of the trail around the park with the bump -outs and asked if that would be done at both intersections to calm traffic speed. He noted that it also helps to create defined parking bays. December 16, 1025, Mendota Heights Ciry Council Page 7 of 17 Assistant City Engineer Lucas Ritchie replied that the bump -outs would be on both sides, with the crossing just on the west side. He stated that the bump -outs would only be at the one intersection. Public Works Director Ryan Ruzek stated that bump -outs are not proposed for Hampshire, as that is a T- intersection, and they do not feel it would be a good addition. Councilor Maczko stated that he believes traffic calming would be a benefit and would encourage staff to look at that option. Assistant City Engineer Lucas Ritchie stated that they will be able to gather data from both sections, and it is something they could include in the design, as an option. He stated that he would want to ensure that sightlines are not impacted. Councilor Paper thanked staff for keeping this project design in-house. He asked if there would be flashing lights at the crosswalks. Assistant City Engineer Lucas Ritchie stated that they had not planned for that addition, but it is something staff could consider. Public Works Director Ryan Ruzek stated that the Council will also need to discuss radar feedback signs as a traffic calming measure. He stated that the flashing lights could be added later, if needed, but ten to 15 people crossing per hour would be needed to warrant that type of improvement. He stated that there is not currently a flashing light crossing at this location. Councilor Paper asked if the timing of bids would land in a sweet spot. Assistant City Engineer Lucas Ritchie stated that this timing is a tried-and-true sweet spot, although he cannot guarantee how the pricing will land. Councilor Maczko encouraged staff to look at Dakota County's policy/process for pedestrian crossings, as it is based on good data. Councilor Mazzitello moved to open the public hearing. Councilor Lorberbaum seconded the motion. Ayes: 5 Nays: 0 There being no one coming forward to speak, Councilor Mazzitello moved to close the public hearing. Councilor Lorberbaum seconded the motion. Ayes: 5 Nays: 0 Councilor Mazzitello moved to adopt RESOLUTION NO. 2025-86 ORDERING OF IMPROVEMENT PROJECT FOR THE HAMPSHIRE ESTATES STREET IMPROVEMENT PROJECT (PROJECT #202506), December 16, 2025, Mendotn Heights City Council Page 8 of 17 Councilor Paper seconded the motion. Further discussion: Mayor Levine noted that it will be a busy summer of construction in 2026 in Mendota Heights, Ayes: 5 Nays: 0 NEW AND UNFINISHED BUSINESS A) AUTHORIZE THE PURCHASE OF OPENGOV'S ASSET MANAGEMENT SOFTWARE Assistant City Engineer Lucas Ritchie explained that the Council was being asked to authorize a purchase for the acquisition and implementation of OpenGov's Asset Management software. Councilor Paper commented that this is something that he believes will prove to save the city money in the long run, providing a better understanding of equipment and needs. He then asked who would input the data. Assistant City Engineer Lucas Ritchie replied that for the first six months, OpenGov would enter the data, and then staff would begin to enter the data. He noted that some information would become automated as to the data and time that is allocated for maintenance, while other items would be entered manually. Councilor Paper asked who would be tasked to gather the data for OpenGov to enter. Assistant City Engineer Lucas Ritchie acknowledged that there will be some time on the front end to gather and provide the data as a starting point. He stated that he would begin to do that over the next few weeks to provide to OpenGov. He stated that he would be the lead person on the project. Councilor Paper asked for more information on 811 integration. Assistant City Engineer Lucas Ritchie stated that 811 is required before a dig to locate utilities. He stated that data will be integrated into this system to eliminate the need for the City to go through 811. Councilor Maczko commended staff for the thorough report, noting the key points related to maintenance. He stated that this has been a focus of his since he joined the Council, as he sees the benefit of having this data and ensuring things are properly maintained. He stated that this will also prevent something from being replaced before it needs to be. He liked how all departments were involved in this process and believed that this software would pay dividends to the City in the long run. Councilor Lorberbaum echoed the positive comments about the presentation. She noted that all her questions have been answered by staff, and she believes that this will be a great asset to the City, staff, and residents. Councilor Mazzitello moved to authorize A PURCHASE FOR THE ACQUISITION AND IMPLEMENTATION OF OPENGOV'S ASSSET MANAGEMENT SOFTWARE. Councilor Paper seconded the motion. December 16, 2025, Mendota Heights Ciry Council Page 9 of 17 Ayes: 5 Nays: 0 B) MUNICIPAL CAMPUS BUILDING PROJECT — RESOLUTION 2025-93 ORDERING THE IMPROVEMENT AND AUTHORIZING PREPARATION OF PLANS AND SPECIFICATIONS FOR THE CONSTRUCTION OF A NEW POLICE DEPARTMENT AND CITY HALL BUILDING City Administrator Cheryl Jacobson provided a brief background on this item. The Council was being asked to consider Resolution 2025-93 ordering the improvement and authorizing preparation of plans and specifications for the construction of a new Police Department and City Hall building. Chris Ziemer and Kristin Duerr of ICS Consulting, Inc., presented findings from the Municipal Campus Project condition assessment and space needs study. Mayor Levine thanked the consultants, acknowledging the long process and resident involvement Councilor Lorberbaum thanked the consultants for an excellent presentation. She stated that this has been a long process, and the information was readily available on the City website as well. She commented that they will continue to engage the public as they move forward. Councilor Maczko asked where the community input would be on the project schedule. Mr. Ziemer stated that there are four community engagement points scheduled and identified those on the schedule. City Administrator Cheryl Jacobson stated that the City will continue to share information on the project website page and through social media. She stated that a newsletter would also be created that can be emailed to those who request it, and noted other forms of communication the City will use to keep residents informed. Ms. Duerr commented that they will continue to work with staff to incorporate resident engagement in addition to the four built into the design process. Councilor Maczko asked when the bond sale would occur. Mr. Ziemer replied that it is yet to be determined, noting that the Council would work with Ehlers to determine that. Councilor Maczko commented that he would not want to approve a project without knowing that they can fund it. He believed that the action tonight would authorize the next step of schematic design. He stated that there was never a conversation with residents related to the proposed location of the building on the site and how that would impact other elements, such as the ballfield. He stated that there was one public meeting thus far where there was consensus that this building should not be reused, and they should move forward. December /6, 1025, Mendota Heights City Camvcil Page 10 of 17 Mayor Levine stated that at this time, they should be asking questions, and some items would better fall under discussion. Councilor Maczko stated that moving forward, he would like to see the plan laid out with how the public will be involved. He asked what they were ordering tonight. Mayor Levine also asked what Council was approving tonight and whether they would have the opportunity to back out in a month or two, if they do not like any of the options. Mr. Ziemer replied that the Council would be authorizing moving ahead with plans and specifications, and the next step would be for the Council to approve the plans and specifications and go out for bid. Councilor Mazzitello stated that between tonight and the bid package review, there will be check -ins with updates for the City Council, which are open to the public. He stated that at those stages, they can make changes to the design as they move forward. Councilor Paper asked what ON is. Mr. Ziemer replied that ON is the Criminal Justice Network. Police Chief Kelly McCarthy stated that ON is the technical consortium that the City is a part of with the County, which includes 28 law enforcement entities to provide effective and efficient government. She clarified that it is for technology services. Mayor Levine stated that the job tonight is to decide whether or not to move forward with the dig once option. Mayor Levine encouraged residents to ask questions when they have them. Ms. Duerr commented that they do have information on the City website explaining how they got to this point, including the pros and cons of each site they were asked to explore. Councilor Maczko stated that it seems that tonight they are authorizing the consultant to move forward with the build, including CJN, through final design and specification. He asked how the community member would be selected for the guidance team for this project and whether that could be increased to include two or three members. Mr. Ziemer commented on the importance of keeping the group small for purposes of efficiency and productivity but noted that they could include more than one member of the public, if desired. He stated that they would develop an application that the City would make available to residents. He noted that the community member would need to have construction knowledge, as this is a construction project. Councilor Maczko commented that he believes that someone could still add value without construction knowledge, as they would bring the knowledge of their community. December 16, 2025, Mendota Heights City Council Page / 1 of 17 Councilor Lorberbaum moved to adopt RESOLUTION NO. 2025-93 ORDERING THE IMPROVEMENT AND AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS FOR THE CONSTRUCTION OF A NEW POLICE DEPARTMENT AND CITY HALL BUILDING; THE PROJECT WILL MOVE INTO THE NEXT PHASE OF DESIGN WHICH IS PRELIMINARY PREPARATION OF PLANS, SCHEMATIC DESIGN DEVELOPMENT, AND SPECIFICATIONS FOR THE CONSTRUCTION OF THE NEW POLICE STATION AND CITY HALL FOR THE DIG ONCE OPTION INCLUDING CJN; AND TO CONTINUE ENGAGING THE COMMUNITY AS PLANS DEVELOP AND ARE FINALIZED. Councilor Mazzitello seconded the motion. Further discussion: Councilor Mazzitello stated that he first brought this building to the attention of the Mendota Heights City Council in 2012, and the Police Department was bringing forward their concerns prior to that. He stated that he and Assistant City Engineer Ryan Ruzek included the project in the CIP, and it became clear as to the amount of deferred maintenance that had occurred on the building. He stated that in 2012, there were a number of projects included in the CIP that would have addressed issues in the building that continued to be denied, which is why he is not surprised this project is needed. He stated that it is unfortunate they did not have an OpenGov system in 2012, which could have allowed a work order plan to address the needs of the building, as the building may have been salvageable if it had been taken care of. He stated that at this time, to do anything to improve the existing building would have a multi -million -dollar cost. He stated that they need to move forward with the project, but also ensure that they take care of the building needs going forward. He confirmed that he supports the motion. Councilor Lorberbaum stated that they are doing this not just because maintenance was deferred, but because the needs are different today than they were when the existing building was built. Councilor Paper recognized that they would be losing a ballfield with this project and wanted to ensure that it is not lost track of, as it is a premier field in the system. Councilor Maczko stated that he has reservations, as he believes it to be too broad and large of a step. He supports moving forward on the next design phase and the proposed location. He also agreed that the existing building cannot be reused because it would cost too much to repair. He stated that this is too broad a step to simply move it to where there is vacant land, noting potential price increases for soil corrections. He believed that the next step should be to further flesh out options, such as whether the existing building should be demolished and staff relocated to build on the same location. He stated that they are designing for CJN, but there is no commitment that CJN will come here and pay rent. He would also like to see a public engagement plan and believes that additional work is needed before they should take this step. He stated that he does support moving forward, but believes there is a step between where they are and this proposed step. Mayor Levine stated that since she became Mayor, one of the first calls she received was from Police Chief Kelly McCarthy asking her to tour the Police Department. She stated that it became her number one priority to ensure they have the right facility, at the right time, for this community. She commented that they could continue to delay, but this has been delayed enough. She stated that this has had ample study and discussion and recognized that the two newer members of the Council are newer to the discussion and may feel that this is rushed. She felt that the Council needed to proceed. She asked staff to provide more information on the proposed location for the new facility. December /6, 2025, Mendota Heights City Council Page 72 oJ17 Mr. Ziemer explained that numerous options were reviewed, and part of the schematic design would be to review all the items mentioned by Councilor Maczko. Mayor Levine asked where public engagement would occur and how people would be involved. Mr. Ziemer stated that he would assume they would repeat the process they previously did, holding the meeting in the Council Chambers. He noted that throughout the process, engagement could take many forms, such as digital presentations or paper displays. Mayor Levine asked for more information on CJN, the bonding request, what would occur if the bonding request were not approved, and whether there is a guarantee that ON would come into the space. Police Chief Kelly McCarthy replied that years ago, the City developed a bonding request when it became clear that CJN's current space was not working out. She stated that in order to be eligible for State bonding, regionality needs to be an element, and the project needs to address more than a local issue. She stated that ON was included in support of the City's request for bonding dollars. She stated that there is no contract with CJN as the Council has not even voted to build yet. She explained that once the vote tonight is taken, staff would discuss terms with CJN related to rent and needs. She commented that if, at any point, it did not make sense for ON to be involved, they would not include that element. She commented that there are many points throughout this process where decisions will be made and elements can be changed. Councilor Maczko stated that he is not talking about delaying the project but about including decision points. He stated that after they have gotten to schematic design, he would believe that another decision point would come forward. He believed that a communications plan should be done at this point as well. He stated that he cannot speak for past Council decisions to defer maintenance and did not want the lack of action by a previous Council to rush these decisions. Police Chief Kelly McCarthy identified the Council decisions that are marked throughout the project schedule, as well as the community engagement points. She asked when Councilor Maczko communicated to staff that he wanted a written communications plan. Councilor Maczko stated that he requested the information at the last work session. Police Chief Kelly McCarthy stated that was not specified to be in writing, noting that they have provided the points at which they will have community engagement. She stated that they can meet that expectation in the future, now that it is understood. City Administrator Cheryl Jacobson provided additional information on how they would weave the City's community engagement and communication plan into the schedule to provide more information to the Council. Councilor Maczko commented that he feels better with the knowledge of the checkpoints in the process, where Council decisions will be made. December 16, 2025, Mendota Heiglxts City Councr! Page 13 of 17 Councilor Lorberbaum stated that she is supportive of the concerns of Councilor Maczko, which is why she included the additional language in her motion. She stated that it is the understanding from her motion that the plan will evolve. Mayor Levine commented that she views a no vote as a delay, where a yes vote supports moving forward. She commented that if the Council denies this tonight, the outcome would be a delay. She stated that the Council is fiscally responsible and the best path forward is a new facility that will serve the community for years to come. She stated that they need a facility that supports the needs of the community. She stated that it is the job of the Council to ensure that staff have what they need to do their jobs. Councilor Maczko agreed to a point. He stated that if the process is stopped, it would be a delay, but there is another option that would not stop the process, although it would not go as broadly as this. He stated that the alternative option would be to authorize the next step until the next Council checkpoint. Councilor Lorberbaum stated that is why she included the language "preliminary". Councilor Mazzitello asked if Councilor Lorberbaum intended to have a stop point in the motion after "schematic design" without any intent of moving beyond that without an action. Councilor Lorberbaum stated that it was not her intention to have a stopgap, but to move forward with the understanding that they will have those checkpoints and the plans will change. She confirmed that her motion intended to authorize the project production through construction plans with the timeline as included, with the checkpoints as proposed. Mayor Levine stated that the Council is voting to include those points at which the Council will continue to vote on decisions moving forward throughout this process. She stated that perhaps it would be helpful for Councilor Maczko to know when those votes would take place. Mr. Ziemer provided additional details on when the Council checkpoints would occur throughout this process. He stated that there will be one vote. Councilor Mazzitello noted that there will be multiple checkpoints where decisions are made that guide the future path. He noted that those checkpoints are options to say stop. He stated that this vote tonight authorizes the process all the way through, but it can still be canceled or changed at any time. Councilor Maczko stated that he did not know that the update provided the ability to say no. City Administrator Cheryl Jacobson stated that the project schedule could be changed to say Council update and vote. Councilor Mazzitello commented that he would withdraw his second if that change were made, as they should not be that technical in a project like this. He stated that the checkpoints allow a timeout or changes to be made, but they should not include a majority vote requirement. December 16, 2025, Mendota Heights City Council Page l4 of /7 Councilor Maczko stated that he thought he heard that the checkpoints are Council decision points, which would include a vote. He stated that if the vote is not included, he believes that the action would be too broad. Councilor Mazzitello disagreed and believed that the schedule is set up just as needed. He stated that the Council has enough opportunity to guide the staff and team to call time-outs and give direction. He did not believe there should be five different contracts within the timeline, noting that it is far more efficient to have the design team work towards the goal, with the knowledge that the Council could stop this at any time. He supports a plan for the design team to work towards the final goal as outlined. Mayor Levine agreed that this is the process that is typically followed to approve a project, recognizing that a project will evolve. She stated that they are by no means committing to ON, but they are proceeding with the schematic design to include that, and it can always be removed from the project. She stated that she would rather include the option with the opportunity to remove things that may not work out for them. She stated that if there is a better location for the building, they can also proceed with that. She specified that they are not committing to the microdetails at this point. Councilor Maczko stated that the typical process would include a feasibility study, preliminary design, final design, approval to go out to bid, etc. He stated that it is typical to have those check -ins throughout the process, and he was just asking for a check -in point at each of those steps. Councilor Mazzitello noted that there are five of those check -in points included in the schedule. He stated that they could still have one proposal for the process that would include the votes. Councilor Mazzitello believed that the motion on the floor would address the concerns of Councilor Maczko. Mayor Levine suggested that they look at the first check -in, which is identified towards the end of March, and use that as a check -in vote. She stated that if that process works, they could continue to include the votes, and if they determine they are not needed, they could make that choice. She acknowledged that this is most likely the biggest decision they will make as a Council. Councilor Mazzitello confirmed he could support that. He asked and received confirmation that the contract would remain throughout the entire design. Councilor Paper asked when they went out for bond for the Fire Department project. Finance Director Kristen Schabacker stated that she believed that they had bids before they went out for bond. Ayes: 5 Nays: 0 C) ADOPT RESOLUTION 2025-92 REAPPOINTING CITY ADVISORY COMMISSION REPRESENTATIVES Decembw16, 2025, Mendota Heights Cify Council Page 1 S of 17 City Administrator Cheryl Jacobson provided a brief background on this item. The Council was being asked to consider a resolution reappointing City advisory commission representatives. Mayor Levine acknowledged the work of the advisory commissions and was thankful for the members who chose to continue to serve, recognizing and thanking those members. She thanked two members of commissions who have chosen not to serve another term and acknowledged the service they have provided the community. She stated that this creates some vacancies on the commissions, which will be filled in January. Councilor Mazzitello moved to adopt RESOLUTION NO.2025-92 REAPPOINTING CITY ADVISORY COMMISSION REPRESENTATIVES. Councilor Paper seconded the motion. Further discussion: Councilor Paper acknowledged that the City is very fortunate to continue to have a robust pool of residents who are willing to serve. Councilor Lorberbaum commented that a major component of the success of the City Council is the recommendations from the commissions and the people who serve on them. Ayes: 5 Nays: 0 COMMUNITY ANNOUNCEMENTS City Administrator Cheryl Jacobson announced upcoming community events and activities. COUNCIL COMMENTS Councilor Paper wished everyone a happy Hanukkah and thanked the Fire Department for coming out on Sunday night for the menorah lighting. He also wished everyone a merry Christmas. Councilor Maczko echoed the wishes for a happy Hanukkah and merry Christmas. He stated that the keeping of the season is to give more than receive. Councilor Lorberbaum wished everyone who celebrates a happy Christmas, Kwanza, Hanukkah, or New Year. She commented that the holidays bring light into a time of little sunlight. Councilor Mazzitello echoed the wishes for happy holidays. He stated the City is so fortunate to have the best City staff any city could ever offer, from the Administrator to the seasonal employees and volunteers. He stated that he missed a few meetings recently as he traveled to California to visit his wife's son, who is in Airforce training. He stated that while on a train, going through a granite tunnel, he still had better cellular service than they have in Mendota Heights, and was glad to see that a new proposed cell tower is going to be added. He stated that 389 years ago, on December 13th, an event took place in Massachusetts Bay Colony to form the first citizen militia, which became the National Guard. Mayor Levine stated that this is the last meeting of 2025 and recognized the things they have accomplished during this last year. She stated that this is a group that gets things done, while being prudent and cautious December 16, 2025, Mendota Heights City Council Page 16 of 17 of their actions. She stated that this makes her very proud, and she is filled with gratitude for the ability to work with the Council and staff. I:\�afil�>7►1 Councilor Mazzitello moved to adjourn. Councilor Paper seconded the motion. Ayes: 5 Nays: 0 Mayor Levine adjourned the meeting at 8:43 p.m. v -� Steph me B. Levine Mayor ATTEST: cy B uer C' Clerk December /6, 2025, Mendota Heights City Council Page 17 of l7