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2023-03-07 City Council Agenda PacketCITY COUNCIL AGENDA MENDOTA HEIGHTS CITY HALL COUNCIL CHAMBERS Tuesday, March 7, 2023 7:00 p.m. 1.Call to Order 2.Roll Call 3.Pledge of Allegiance 4.Adopt Agenda 5.Consent Agenda a.Approve February 21, 2023 City Council Meeting Minutes b.Approve February 21, 2023 City Council Work Session Minutes c.Approve March 2, 2023 City Council Closed Session Meeting Minutes d.Acknowledge February 8, 2023 Planning Commission Workshop Notes e.Authorize 2022 Auditing Services with BerganKDV f.Approve Purchase and Installation of Welding Fume Arm for Public Works g.Approve 2023 Street Sweeping Bid and Contract h.Approval of Window Replacement for the Par 3 Community Clubhouse i.Resolution 2023-15 Entering into an Agreement with the Metropolitan Council for the 2020 Inflow and Infiltration Grant j.Authorize Additional Police Officer FTE and Approve the Hiring of Police Officers k.Resolution 2023-16 Accepting a Donation to the Police Department l.Approve Claims List 6.Public Comment Period (for items not on the agenda) 7.Presentations/Recognitions a.Rogers Lake Water Quality Report—Saint Thomas Academy b.Future Cities Presentation—Friendly Hills Middle School Guidelines for Public Comment Period: The Public Comment Period of the agenda provides an opportunity to address the Council on items which are not on the agenda. All are welcome to speak. Comments should be directed to the Council. Comments will be limited to 3 minutes per person; presentations which are longer will need to be scheduled with the City Clerk to appear on a future City Council agenda. Public comments may not be used to air personal attacks, to make political endorsements, or for political campaign purposes. Council members will not enter into a dialogue, nor will any decisions be made at that presentation. Questions from the Council will be for clarification only. If appropriate, the Mayor may assign staff for follow up to the issues raised or occasionally called on to respond. 8. Public Hearings 9. New Business and Unfinished Business 10. Community Announcements 11. Council Comments 12. Adjourn CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA DRAFT Minutes of the Regular Meeting Held Tuesday, February 21, 2023 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 Paper seconded the motion. Ayes: 5 Nays: 0 CONSENT CALENDAR Mayor Levine presented the consent calendar and explained the procedure for discussion and approval. Councilor Mazzitello moved approval of the consent calendar as presented with Lorberbaum pulling items A and J and Mayor Levine pulling item E. a.Approval of February 7, 2023 City Council Minutes b. Acknowledge Parks and Recreation Commission January 10, 2023 Meeting Minutes c. Acknowledge Natural Resources Commission January 11, 2023 Meeting Minutes d. Approve Alternate Designee Appointment to the Dakota Broadband Board e. Acknowledge December 2022 Par 3 Financial Report f.Approve Field Renovation Work at Civic Center Park – Mertensotto Field g.Authorize Public Works Superintendent Out of State Travel Request h.Approve the Purchase of a Hot Water Pressure Washer i.Approve Purchase of John Deere Zero Turn Mower j.Resolution 2023-14 Renewing the Emergency Management Agreement with Dakota County k. Approve Personnel Policy Revision Adding Juneteenth as an Observed Holiday l.Approval Seasonal Irrigation Specialist Position Description, Amendment to the City’s Seasonal Pay Matix and Authorize Position Posting 5aCity Council | Tuesday, March 7, 2023 | Page 1 of 50 February 21, 2023 Mendota Heights City Council Page 2 of 11 m. Authorize the Contract with DDA for the 2023 Compensation Study n. Approve Hiring Referral Policy o. Approve January 2023 Building Activity Report p. Approval of Claims List Councilor Lorberbaum seconded the motion. Ayes: 5 Nays: 0 PULLED CONSENT AGENDA ITEMS A) APPROVAL OF FEBRUARY 7, 2023 CITY COUNCIL MINUTES Councilor Lorberbaum noted on page four, the fifth line, it should state, “…$113,000 for the retaining wall.” Councilor Mazzitello moved to approve FEBRUARY 7, 2023 CITY COUNCIL MINUTES AS AMENDED. Councilor Lorberbaum seconded the motion. Ayes: 5 Nays: 0 E) ACKNOWLEDGE DECEMBER 2022 PAR 3 FINANCIAL REPORT Mayor Levine commented that this is a nice opportunity to acknowledge that staff did an incredible job with the Par 3 which continues to have a budget/revenue surplus, even increasing from 2021. She commented that it is great to see how far the course has come over the years. Councilor Miller moved to acknowledge DECEMBER 2022 PAR 3 FINANCIAL REPORT. Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 J) RESOLUTION 2023-14 RENEWING THE EMERGENCY MANAGEMENT AGREEMENT WITH DAKOTA COUNTY Councilor Lorberbaum noted that the agreement mentions 143 hours, and which seemed arbitrary but has since discovered that is the number of training hours that has been completed since 2017. Councilor Lorberbaum moved to adopt RESOLUTION NO. 2023-14 RENEWING THE EMERGENCY MANAGEMENT AGREEMENT WITH DAKOTA COUNTY. Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 PUBLIC COMMENTS City Council | Tuesday, March 7, 2023 | Page 2 of 50 February 21, 2023 Mendota Heights City Council Page 3 of 11 No one from the public wished to be heard. PRESENTATIONS A) RECOGNITION OF ADVISORY COMMISSION MEMBERS City Administrator Cheryl Jacobson recognized members that have concluded their terms on advisory commissions. The Council and staff recognized the following residents for their contributions on advisory commissions: • Kevin Byrnes for his service on the Airport Relations Commission • Patrick Cotter for his service on the Parks and Recreation Commission • Amy Smith for her service on the Parks and Recreation Commission • Bob Klepperich for his service on the Parks and Recreation Commission Bob Klepperich thanked everyone that was part of his life as a Park Commission member. He also thanked Parks and Recreation Manager Meredith Lawrence and noted the great job that she does, as well as Public Works Director Ryan Ruzek and City Administrator Cheryl Jacobson. He also thanked his wife, noting that she has endured his parks and recreation service for over 40 years. Councilor Paper thanked everyone for the time they have spent away from their families and the time that has been put in to provide recommendations to the City Council. Councilor Lorberbaum also thanked the members for the time they have taken from their personal life to serve on these commissions. She recognized Kevin Byrnes whom she served with on the Airport Relations Commission. Councilor Miller thanked everyone for their time, effort, and energy. He recognized the commitment and passion that people provide to these groups. Councilor Mazzitello echoed the gratitude and thanks, noting that everyone on the Council has served on an advisory commission as well. He also thanked Kevin Byrnes noting that he is the only commission member that was active when he was the Public Works Director. Mayor Levine thanked all of the commission members that are present tonight to support their fellow commission members. She presented plaques to those present. PUBLIC HEARING A) RESOLUTION 2023-13 VACATION OF RIGHT-OF-WAY FOR LOTS 8, AND 9, BLOCK 5, FURLONG ADDITION Public Works Director Ryan Ruzek explained that the Council was being asked to hold proceedings for Resolution 2023-13, a public hearing on a right-of-way vacation commenced by Council for Furlong Addition, Lots 8 & 9, Block 5. Councilor Paper moved to open the public hearing. Councilor Miller seconded the motion. City Council | Tuesday, March 7, 2023 | Page 3 of 50 February 21, 2023 Mendota Heights City Council Page 4 of 11 Ayes: 5 Nays: 0 Gina Norling, 1280 Lakeview Avenue, stated that she is currently the Chair of the Airport Relations Commission and wanted to provide additional context on this property. She stated that this parcel of land has a heavily used flight path overhead. She referenced statement one of the draft resolution which states that this action is not detrimental to health, safety, and welfare of the community. She encouraged the City Council to consider the input of ARC when looking at this parcel of land if there is intent to construct a single-family home. Jeff Hamel, 608 Spring Street, commented on his professional background and knowledge on the subject property, specific to flight operations. He asked that the Council consider not making this property developable for a private home. He stated that if the Council chooses to allow a single-family home to be constructed, the party should be aware of the impacts it will have because of the heavy flight path. He stated that he has received the noise complaints for over 40 years and the most common statement that is made is that if the person would have known the impacts from noise, they never would have purchased the property. He stated that if a home is allowed to be constructed, the person will have spent hundreds of thousands of dollars to construct a home directly under the noise impact zone, which is not going to change. He stated that if the City chooses to make the property available for purchase, he provided recommendations that could help to mitigate that noise. He stated that with his 40 years of experience in this field and someone that has received thousands of complaints, he is well aware of the noise that is generated from this activity. Steve Perron, 5096 Upper Afton Road in Saint Paul, stated that he supports this vacation of right-of- way. He stated that the Perron family would like to get the property back into their name as the property was bought from them in 1976. He appreciated the comments about the noise, and they would contact an acoustical engineer and speak with neighbors to ensure they were prepared for the airport noise. John Maczko, 751 Cheyenne Lane, stated that if a property is taken by a government agency and later determined not to be needed for that purpose, it should probably go back to the original owner. He asked if there are park needs in that part of the community as there are apartments in that area. He recognized that a park may not be ideal under a flight path. There being no one further coming forward to speak, Councilor Lorberbaum moved to close the public hearing. Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 Public Works Director Ryan Ruzek stated that he did present the park concept to the Council in a previous workshop and the Council directed staff to follow this process to return the property to the original landowners. Councilor Lorberbaum asked what vacating the right-of-way would mean and whether that would make the property eligible for a single-family home. City Council | Tuesday, March 7, 2023 | Page 4 of 50 February 21, 2023 Mendota Heights City Council Page 5 of 11 Public Works Director Ryan Ruzek replied that because the property was acquired by the Minnesota Department of Transportation for highway purposes, that placed a stipulation on the property. He noted that stipulation has been removed, but the City is still going through this vacation process to ensure it is no longer encumbered. He stated that this action would not mean the property is being listed for sale and noted that even if the desired use were for a park, this vacation process would still be necessary. Councilor Paper referenced the comment made relating to public health and asked for elaboration. Public Works Director Ryan Ruzek replied that the language is taken from a guiding document from the League of Minnesota Cities. He noted that the Council can still discuss the future use of the property at a later date. Councilor Paper moved to adopt RESOLUTION NO. 2023-13 APPROVING A RIGHT-OF-WAY VACATION COMMENCED BY COUNCIL. Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 NEW AND UNFINISHED BUSINESS A) REVIEW OF THE USE OF LIGHTS AT MARIE PARK FOR PICKLEBALL AND BASKETBALL Parks and Recreation Manager Meredith Lawrence explained that the Council is asked to evaluate the 2022 recreational light use at Marie Park and consider approving the continuation of use for 2023. Councilor Mazzitello asked if this is done at Friendly Hills as well since that park also has pickleball. Parks and Recreation Manager Meredith Lawrence replied that they do not use lights at Friendly Hills. She stated that a similar process of public engagement was followed to determine if the program should be implemented at that location as well. She stated that the neighbors spoke in opposition and the program was not implemented at that park. She noted that once the Wentworth warming house project is completed, they could consider a similar process should pickleball courts be installed at that park in the future. Councilor Mazzitello asked if similar public engagement was followed for Marie Park. Parks and Recreation Manager Meredith Lawrence confirmed they did follow that public engagement process at Marie. Mayor Levine asked if the LED lighting has been planned for Marie. Parks and Recreation Manager Meredith Lawrence replied that the conversion to LED lighting was not included in the 2023 budget, but staff will be recommending that change for 2024. She stated that the quote received in the spring of 2022 was $6,400. She stated that if the Council wanted to move that forward to 2023, staff could receive quotes. City Council | Tuesday, March 7, 2023 | Page 5 of 50 February 21, 2023 Mendota Heights City Council Page 6 of 11 Mayor Levine stated that given that there has now been experience at Marie Park with the lighting, she would consider discussing the option for lighting at Friendly Hills again as well as the program has been successful at Marie. Councilor Lorberbaum recognized that there were no complaints at Marie Park last year and asked for details on the feedback received before implementing the program at Marie. Parks and Recreation Manager Meredith Lawrence stated that one resident was concerned about the lighting program before it was implemented and confirmed that no complaints have been received since that time. Councilor Paper asked if the lights are used during the morning hours. Parks and Recreation Manager Meredith Lawrence replied that the Commission did not make a recommendation for morning lighting and recommended continuation of the program as it was in 2022. Mayor Levine welcomed the public to provide input. Cindy Johnson, 1755 Victoria, commented on the pickleball lighting program noting that she is not opposed to pickleball and agrees it is a fun sport for all. She thanked staff for the push button concept, as that is a better solution for energy savings, light pollution, and pollinators. She reviewed some of the past concerns of residents in this area related to the heavily used park. She commented that Marie Park is the place to go for pickleball because of the lower elevation and the thought is that the park would therefore be good for noise and lighting. She commented that while the park is below grade for most sides, it is at grade on the north side. She stated that sound then funnels to the north. She stated that residents to the south have more issue with the lights but the residents to the north have issues with noise. She commented that any noise that travels to the north is amplified by the pond and the lights allow the noise to continue later into the evening. She commented that Marie is the smallest of the neighborhood parks and is not designed to function as a community park. She asked why Marie is being treated as a community or regional park. She stated that these courts attract players from across the metro and increases the noise for neighbors. She stated that neighbors were not allowed to learn more prior to the installation of the pickleball courts and increase number of courts. She commented on the disruption the neighbors of the park experience from pickleball play. She asked the Council to address the noise issues by reducing the number of courts and introducing other noise mitigation efforts. Councilor Lorberbaum stated that the resident presents a lot of good ideas to address their concern with noise and lighting. She commented that there were no complaints this past year and asked staff for input. Parks and Recreation Manager Meredith Lawrence stated that there were a fair amount of calls from residents wondering why the lighting was not available at Friendly Hills as well. Councilor Paper asked if it would be possible to move the tournament to different locations rather than locking it in at Marie. Parks and Recreation Manager Meredith Lawrence stated that staff is planning to hold two tournaments, one at Marie Park in May and another in August. She confirmed that the location could be changed if City Council | Tuesday, March 7, 2023 | Page 6 of 50 February 21, 2023 Mendota Heights City Council Page 7 of 11 desired. She commented that the court surface at Marie Park is a bit less course, which is why that location is typically chosen. Councilor Paper asked the feedback on the Friendly Hills court from those that use it. Parks and Recreation Manager Meredith Lawrence commented that overall, the feedback received has been positive, but the Marie Park courts are more heavily used. She commented that the rink was not repaved when the acrylic surfacing was applied. She stated that if they resurface again it will continue to fill in the gaps in the future, but the surface at Marie is a bit smoother. Councilor Mazzitello commented that for a road project or other improvement project, they speak with the immediate adjacent neighbors. He stated that everything the City does is built for the public, but that is balanced against what that means for those immediately around the site. He stated that he does not have a comfortable feeling that happened at Marie Park. He agreed that Marie Park is the smallest neighborhood park and is also the busiest because of what the City put there. He believed that there would be benefit to address some of the items that were brought forward, such as noise abatement. He stated that he would also like to see lighting extended to the other parks with pickleball to ensure that those parks are treated equally. Mayor Levine commented that she believes the ideas brought forward by Ms. Johnson should be considered and supported the use of evergreen buffers. She stated that she is a pickleball player that often plays in the morning hours. She noted that typically there is a break in the afternoon where pickleball is not being played. She stated that she lives near Marie Park and often there are neighbors playing at the courts. She stated that there was public engagement prior to implementation of the lighting program and asked staff for input. Parks and Recreation Manager Meredith Lawrence stated that individual mailings were sent to the neighbors of the park in 2020 prior to implementation of the lighting program. She reported that two comments of concern were received, and the remainder of resident input was in support of the lighting program. She stated that engagement was also done at Friendly Hills last spring and one resident spoke in opposition. She stated that tonight staff is looking for direction on whether to continue the 2022 lighting program into 2023, whether they should move forward with engagement at Friendly Hills, and whether this is something the Council would like to continue annually. She stated that staff would also be willing to look into noise abatement measures at Marie Park. Councilor Mazzitello asked that noise abatement measures be reviewed for all parks with pickleball courts. Mayor Levine commented that the Council made the direction to have an annual review and stated that there is also a caveat that would allow staff to turn the lights off at any time if issues arise. She stated that if there is an issue, the residents will let them know. She stated that she walks next to the park daily and speaks with residents on a regular basis. She stated that the residents love the vibrancy of the park and love living near the park, as does she. Councilor Miller stated that he supports continuing the lights in 2023, with the idea that it is reviewed annually, and that staff would continue to have the ability to turn the lights off if needed. He agreed that it would be beneficial to begin the public engagement again for Friendly Hills as it would make sense to City Council | Tuesday, March 7, 2023 | Page 7 of 50 February 21, 2023 Mendota Heights City Council Page 8 of 11 spread out those players between different parks. He was curious to see the ideas for noise mitigation, especially at Friendly Hills because of the lack of space in that area. Parks and Recreation Manager Meredith Lawrence stated that staff has looked at Friendly Hills to try to add trees as a buffer for the hockey season. She stated that there was not enough space for trees in that location as it is used for snow storage, but staff can look at different ideas. Councilor Paper stated that perhaps a sound fence could be used that would also provide opportunity for public art. Parks and Recreation Manager Meredith Lawrence confirmed that there are different mechanism for noise mitigation and that is something they can look into. Mayor Levine asked that the annual review be for all of the pickleball facilities and not just one park. She wanted to ensure that all facilities are treated equitably, recognizing that they are all very different parks. Councilor Mazzitello moved to approve THE USE OF LIGHTS FOR EVENING PICKLEBALL AND BASKETBALL PLAY AT MARIE PARK AS RECOMMENDED BY THE PARKS AND RECREATION COMMISSION FOR THE 2023 SEASON, DIRECTING STAFF TO EXPLORE NOISE MITIGATION EFFORTS TO BE REVIEWED BY THE PARKS AND RECREATION COMMISSION, AND THAT THE PICKLEBALL LIGHTING PROGRAM AT ALL FACILITIES BE REVIEWED ANNUALLY. Further discussion: Parks and Recreation Manager Meredith Lawrence asked and received confirmation that staff should also complete the public engagement process for a lighting program at Friendly Hills. Councilor Paper seconded the motion. Ayes: 5 Nays: 0 B) APPOINTMENT OF THE BUILDING OFFICIAL City Administrator Cheryl Jacobson provided a brief background on this item. The City of Mendota Heights is required to have a designated Building Official, and for the past ten years has contracted with Mike Andrejka of A to Z Home Inspections for services. Mr. Andrejka has announced his retirement effective at the end of the month. Councilor Lorberbaum noted the 90-day termination clause and asked if there was a contract length. City Administrator Cheryl Jacobson replied that there is no length for the contract, noting that it would be reviewed and could be terminated by either party with a 90-day notice. Mayor Levine noted that the budget included $101,000 for this service and asked for more information from staff. City Council | Tuesday, March 7, 2023 | Page 8 of 50 February 21, 2023 Mendota Heights City Council Page 9 of 11 Finance Director Kristin Schabacker stated that this is different as the City was previously charged at an hourly rate whereas this will be a percentage of permit and plan review fees. Mayor Levine commented that the software will be a large cost-savings to the City, which is a benefit. She asked if the City will be able to tie in the software to the new website for the users. City Administrator Cheryl Jacobson confirmed that there will be a link on the City website linking to that portal and noted that City staff will also have access to that portal for reporting. Councilor Paper asked if the consultant would ever be at City Hall. City Administrator Cheryl Jacobson replied that the firm would not need office space but would be available to meet residents at City Hall or the building site. Councilor Paper asked if the fee is similar to other communities. City Administrator Cheryl Jacobson replied that fee was five percent less than the other two proposals the City received. Councilor Paper noted that there is an apartment building under construction and asked how the fees would work for that property. Finance Director Kristin Schabacker replied that building permit fee has been paid. City Administrator Cheryl Jacobson replied that the firm is aware of that complex being built and the future building that will be constructed. She stated that there will be additional discussion for the current building under construction. Councilor Paper agreed that the software is a great addition that will help everyone. Councilor Mazzitello asked if the software is proprietary. City Administrator Cheryl Jacobson provided details on the software used and did not believe it was proprietary to the firm. She confirmed that the City would own the data that is produced. Councilor Mazzitello stated that in the proposal the City asked that the provider provide code enforcement and rental inspections and asked if that is included in the scope of work. City Administrator Cheryl Jacobson replied that the company would handle those duties if asked. She noted that because of the open positions at the City, she was forward thinking in the proposal scope to ensure that the consultant could assist with those duties if needed. She confirmed that would be a discussion with the Council in the future as it would have additional budget impacts. Councilor Mazzitello commented that the change from hourly to a percentage fee will impact the building department and that should be part of the budget discussions this year. City Council | Tuesday, March 7, 2023 | Page 9 of 50 February 21, 2023 Mendota Heights City Council Page 10 of 11 Councilor Mazzitello moved to approve THE SELECTION OF INSPECTRON, INC. AND MARK LUOSTARI TO SERVE AS THE CITY’S BUILDING OFFICIAL AND FOR THE PROVISION OF BUILDING INSPECTION AND PLAN REVIEW SERVICES AND AUTHORIZE THE MAYOR AND CITY ADMINISTRATOR TO EXECUTE NECESSARY AGREEMENTS FOR SERVICE. Councilor Miller seconded the motion. Ayes: 5 Nays: 0 C) REVIEW AND WALK THROUGH OF CITY WEBSITE Assistant City Administrator Kelly Torkelson provided background information on this item. In 2022 the City Council directed staff to work with CivicPlus, a website vendor, to redesign the City’s website. That project is now complete, and staff presented the revised City website to the Council. Councilor Paper thanked staff for the work on this item. He asked if this would make it easier to access older minutes. Assistant City Administrator Kelly Torkelson replied that there is an agenda center that allows minutes and agendas to be pulled up in PDF format. She stated that people can even search for specific topics and agendas/minutes will be pulled up. Councilor Mazzitello commented that in the past some archived information was hosted by other platforms and asked if those views were accounted for. He noted the frustration expressed by people looking through past agendas/minutes. Assistant City Administrator Kelly Torkelson replied that she did not believe that the analytics from the other platforms were collected in the past. She commented that the previous website did not have an agenda center and used an external platform, whereas this agenda center tool will fill that gap and make it easier for users. Councilor Lorberbaum thanked staff for addressing the question related to the information collected by the City through the website. Mayor Levine also thanked staff for the improvements to the website, noting that the calendar will be a huge benefit for the community. COMMUNITY ANNOUNCEMENTS City Administrator Cheryl Jacobson announced upcoming events and activities. COUNCIL COMMENTS Councilor Miller stated that on March 15 the Mendota Heights Fire Department will have applications available online for hiring. He noted that the department is only as strong as its community and encouraged people to apply. He noted that four to six new firefighters will be hired. City Council | Tuesday, March 7, 2023 | Page 10 of 50 February 21, 2023 Mendota Heights City Council Page 11 of 11 Councilor Lorberbaum reminded residents of the Mendota Heights Community Foundation best idea grant, encouraging residents to apply with their ideas. She stated that the Par 3 bond has been paid off and there will be a party to celebrate. She welcomed residents to send ideas for the celebration to staff. She thanked City staff, residents, and businesses for their participation in the Frozen Fun Fest which was a great event that will continue to grow. She noted the upcoming Coffee with the Council on March 16 which will be held at 5 p.m. Councilor Paper commented that tonight was great, recognizing four outgoing commission members noting that it was great to have so many present and former commission members present. He wished Mike Andrejka the best in his retirement. He stated that he is very excited about the new software for building inspections. He stated that the new website will also be great for residents to find information and thanked staff for their hard work. Councilor Mazzitello echoed the comments of gratitude to the commission members, both past and present. He stated that he and Councilor Lorberbaum had a great Coffee with the Council recently at the Par 3 and encouraged more residents to attend future sessions. He also echoed kudos for Mike Andrejka, who he brought on board ten years ago and was a great addition to the City, noting that he went above and beyond to help residents. He encouraged residents to follow the Mendota Heights Police Department on Facebook as it provides great advice during snow events. He also commented the Public Works crew that will be working long hours this week. Mayor Levine also thanked the Public Safety and Public Works departments for their work. She asked residents to not park on the road. She thanked the retiring commission members for all that they have done. She commented that Frozen Fun Fest was a blast to attend noting that everyone she came across was having a great time. She commented on the popularity of all the different events and thanked all the volunteers that helped to make the event a success. She also recognized Parks and Recreation Manager Meredith Lawrence who has been recognized at one of the 30 under 30 in parks and recreation nationally. ADJOURN Councilor Paper moved to adjourn. Councilor Mazzitello seconded the motion. Ayes: 5 Nays: 0 Mayor Levine adjourned the meeting at 8:56 p.m. ____________________________________ ATTEST: Stephanie B. Levine Mayor _______________________________ Christine Lusian City Clerk City Council | Tuesday, March 7, 2023 | Page 11 of 50 City Council | Tuesday, March 7, 2023 | Page 12 of 50 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA DRAFT Minutes of the City Council Work Session Tuesday, February 21, 2023 CALL TO ORDER Mayor Levine called the work session to order at 5:01 p.m. Councilmembers Lorberbaum, Mazzitello, Miller, and Paper were present. Staff in attendance included City Administrator Cheryl Jacobson, Police Chief Kelly McCarthy, Public Works Director Ryan Ruzek, Assistant City Administrator Kelly Torkelson, Finance Director Kristen Schabacker and City Clerk Christine Lusian. POLICE/CITY HALL SITE SECURITY AND BUILDING NEEDS UPDATE Chief Kelly McCarthy opened the discussion with a summary presentation on the council directed development of shelf ready plans for the expansion and renovation of the city’s municipal campus which includes the police department and city administration/city hall. Chief McCarthy reviewed the project’s history including the initial space needs assessment completed in 2020 and presented to the city council in the spring of 2021. She reiterated that the city continues to work with CNH Architects for the continued assessment and development of plans and that certain assumptions such as the health and safety of the community and staff is paramount, and bound by the guardrails of wise financial stewardship; and that the city wants to maintain local control of police and city services. Staff presented a Plan B overall schematic site plan that expands the campus to the west of the current police and city hall building. It was noted that the solution includes compliance with ADA requirements, about 5,100 square feet of garage space which includes nine parking spaces for police squads, internal work and storage space for police department work functions, and much need HVAC improvements such as proper ventilation. She noted that Plan B fully addresses security issues throughout the building as well as health and privacy concerns within the police department. Chief McCarthy stated that before proceeding with the Plan B, the next logical step is to start with soil samples. The Chief noted that if soil sample results were favorable and the expansion could be built in the proposed location, that building plan development could then move forward. Councilor Paper asked how the Dakota County Sheriff could use the space if the city contracted police services with them. 5bCity Council | Tuesday, March 7, 2023 | Page 13 of 50 Chief McCarthy replied that the Sheriffs’ office would use the space in the same manner as the police department. And noted that the building would essentially function as a western sub- station for the Dakota County Sheriffs office. Councilmember Miller asked if the solar field would remain if the building was expanded to the as proposed under Plan B. The group agreed that it should stay, but unsure if it could be installed on the roof and if so, how that would look. Mayor Levine asked for clarification on the proposed square footage of Plan A and Plan B in addition to the number of police department personnel when the building was built and currently. Chief McCarthy reviewed the building square footage and stated that the current city hall is about 18,000 square feet with approximately 14,900 square feet of net usable space of which about 9,000 square feet is administration and 7,000 square feet for police. Plan A provides approximately 23,000 square feet of net usable space. Plan B includes 34,536 square feet of net usable space of which about 13,000 square feet is administration and 16,000 square feet for the police department. Chief McCarthy noted that the Police Department has 13 employees when the building was built in the mid-80s and has 23 total staff now. Chief McCarthy shared a schematic drawing of the floor plan for both the police department and city hall showing a potential layout for the city hall-administration space, noting that the former council chambers could be converted into community space or education space, which is in high demand within the community and for the operation of the city. Mayor Levine asked about the cost of construction and what both Plan A and Plan B might cost. Chief McCarthy stated that in 2021 Plan A was estimated to cost approximately $4.2 million. Using construction forecasts and a per square foot amount of $469-$500, Plan B has an estimated cost of $17 million. Mayor Levine asked about city operated community space and noted that she was under the impression that the community space at the fire station was not being used. She noted that she is hesitant about adding community space and wants to be careful about the perception of overbuilding. She added that the fire station seems overbuilt for the city. Staff clarified the use of meeting space at city hall and the fire station and stated that the fire station community or training room is actually used by the fire department for personnel training and meetings; noting that the department has brought Fire Fighter 1 training in-house and those classes are held within that space. Chief McCarthy stated that the police department holds department training there, as well as Public Works and that public parking at the station is limited and can be an issue. City Council | Tuesday, March 7, 2023 | Page 14 of 50 Councilor Miller noted the cost of $8.1 million for the fire station as comparison. Mayor Levine asked about the annual bond payment amount for the fire station bonds. Finance Director Kristen Schabacker noted that the city issued $7 million in bonds for the fire station and that they are 15-year bonds with an interest rate of 2.35% and have an annual repayment amount of approximately $620,000 to $625,000. Staff and council discussed the desire for and timing of public engagement on the proposed project. Mayor Levine questioned conducting public engagement on the police department plans and whether that was needed. She noted that engagement on certain elements of the city hall plans would make sense. She cautioned about selling the plans, stating that selling the police department was easier than selling the rest, noting the administrative space must be justified. Councilor Lorberbaum mentioned the proposed West St. Paul community center as a potential addition of useable community space, suggesting that the public/community space within city hall wouldn’t be as urgent if the community center were built. Mayor Levine clarified that the West St. Paul community center would be geared more towards recreation, if it moves forward. Levine pointed out that while the community supports the needs of police, fire, and emergency services, the council as a group wants to make sure each expense involved in a new campus is justified and added that great work space reflects the community and also critical for recruiting and retaining high quality officers and staff. Councilor Mazzitello suggested to get the soil borings first and go from there. He inquired about the value of the city hall building currently, explaining that the rule of thumb is if the value is less than half, best practice is to tear down and build new. He pointed out that an improved police space is an urgent need and should be prioritized. The Council and Chief McCarthy reiterated the importance of keeping city hall and the police department together in one building. Councilor Miller excused himself. Councilor Mazzitello reviewed that there was consensus that staff should move forward with soil borings, but that did not mean that he favors one plan or another at this time. He suggested it could be worth hiring a third-party consultant to act as an owner’s representative and to assist with community engagement. Staff were directed to proceed with soil borings to understand if Plan B is an option. City Council | Tuesday, March 7, 2023 | Page 15 of 50 ADJOURNMENT Mayor Levine adjourned the meeting at 6:22 p.m. ____________________________________ Stephanie B. Levine, Mayor ATTEST: _______________________________ Christine Lusian, City Clerk City Council | Tuesday, March 7, 2023 | Page 16 of 50 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY STATE OF MINNESOTA DRAFT Minutes of the City Council Closed Session Held March 2, 2023 Pursuant to due call and notice thereof, a meeting of the City Council, City of Mendota Heights, Minnesota was held at 5:00 p.m. at City Hall, 1101 Victoria Curve, Mendota Heights, Minnesota. CALL TO ORDER Mayor Levine called the meeting to order at 5:00 p.m. Councilors Paper and Mazzitello were also present. CLOSED SESSION TO DISCUSS ATTORNEY CLIENT PRIVILEGE MATTERS A motion was made by Councilor Paper to adjourn to a closed session meeting pursuant to Minnesota Statute 13D.05, subdivision 3(b), for a confidential attorney client privileged discussion of the agreement between the City and Alcon Excavating for work related to Ivy Falls East Neighborhood Improvements – Project No. 201906, dated June 2, 2021. The motion was seconded by Councilor Mazzitello. Ayes: 3 Nays:0 Mayor Levine adjourned to a closed session of the City Council at 5:02 p.m. Those present in the closed session included Mayor Levine, Councilmembers Paper and Mazzitello. Also in attendance were City Administrator Cheryl Jacobson, Public Works Director Ryan Ruzek, Senior Engineering Technician Bobby Crane, Finance Director Kristen Schabacker, City Attorneys Leah Koch and Jared Shepherd, and Project Manager Larry Poppler with TKDA. A motion was made by Councilor Mazzitello and seconded by Councilor Paper to adjourn the closed meeting and to return to the open meeting at 5:28 p.m. Ayes: 3 Nays:0 ADJOURN Mayor Levine adjourned the meeting at 5:29 p.m. Stephanie B. Levine, Mayor ATTEST: Christine Lusian, City Clerk 5cCity Council | Tuesday, March 7, 2023 | Page 17 of 50 City Council | Tuesday, March 7, 2023 | Page 18 of 50 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PLANNING COMMISSION WORKSHOP NOTES FEBRUARY 8, 2023 A special workshop relating to the Zoning Code Update was held on Wednesday, February 8, 2023 in the large conference room at City Hall, 1101 Victoria Curve at 5:30 P.M. The following Commissioners were present: Chair Litton Field, Commissioners Jason Stone, Patrick Corbett, Andrew Katz, Brian Petschel, Brian Udell, Cindy Johnson Also present: Planning Consultant Jennifer Haskamp; City Administrator Cheryl Jacobson; City Engineer Ryan Ruzek The workshop began at 5:38 p.m. Planner Haskamp summarized the Zoning Code Update Process to date. She reiterated that the Commission will see a full draft of the revised Code and noted that 75-85 percent of the code from a regulatory perspective has not changed. She reminded commission members that the process will include a review of the draft revised code by the Commission, a joint work session with the City Council, community engagement and a public hearing. Miscellaneous Topics, Housekeeping Items Accessory Building and Accessory Structure Discussion Planner Haskamp asked the Commission to keep in mind the R-1 district when discussing Accessory Building and Structures portion of the code, then we can extrapolate the intent to the other districts. Haskamp and commission members reviewed the accessory structure categories and how to differentiate the various types of accessory structures such as private garages, residential storage such as pool houses, and residential structures such as garden sheds. The Commission noted that they don’t believe that any accessory structure should be habitable. The Commission discussed what is currently allowed versus what the intent of the accessory structure ordinance is. Members discussed tree houses and pools and the inclusion or exclusion of these structures in this portion of the code. The Commission agrees that the code should allow for all lots to have a garage and that the intent of the code was to allow for a second garage based on lot size. The Commission discussed that the intent of the code is to allow for a garage and a shed of 144 square feet or less. Commission members reviewed how the code would determine the lot size, in the event that the subject lot has a pond, wetland, or goes into the right-of-way. Members recommended placing a limit on the garage door frontage to the public right-of-way. The Commission discussed if a temporary structure would fall under the accessory structure. The Commission discussed the intent of the code would that lots are allowed one storage structure up to 144 square feet and a chicken coop not to exceed a total of 81 square feet for a combined total of 225 square feet. 5dCity Council | Tuesday, March 7, 2023 | Page 19 of 50 Planner Haskamp discussed a category of an Accessory Structure, which would include sport courts, play structures, pools, tree houses, etc. The Commission reviewed what would be included in the impervious surface area, and if the lot area should include a bluff, a pond, a wetland, etc. The Commission discussed how to define buildable area, and if the impervious surface coverage minimum would apply to the buildable area, or the total lot area. Planner Haskamp noted that other codes commonly exclude ponds, lakes, wetlands, slopes, etc. when calculating the buildable area and impervious surface coverage. The Commission discussed if a proposed 35 percent impervious surface area coverage maximum is the correct standard, or if it should be 40 – 50 percent. Planner Haskamp discussed an Administrative Permit option that would allow the City to protect the waterbody, and to allow the residents to build over the impervious surface coverage maximum. The Commission discussed the option to outline in the code that if a lot is covered 50 percent by water, the resident can increase the impervious surface coverage. The Commission discussed if there is a special provision for water, if there should be special provisions for small lots. It was noted that the proposed overlay district that captures the majority of those small lots would have their own provisions. Planner Haskamp will look at the lots that are affected by large bodies of water and determine how many lots would actually be affected. The work session ended at 7:38 p.m. City Council | Tuesday, March 7, 2023 | Page 20 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor, City Council and City Administrator FROM: Kristen Schabacker, Finance Director SUBJECT: Audit Services BACKGROUND In August 2009, the city went out for RFP’s for auditing services. In November 2009, the city contracted for those services with KDV for a three-year term. Once the initial three-year term had concluded, the city extended the audit engagement for an additional three years. The city is able to extend that contract annually without seeking bids from other firms. At this time, BerganKDV has provided us with a quote for the upcoming 2022 audit for both the City and the Fire Relief Association. The cost for the 2022 audit is as follows: 2022 audit - $39,400 for the City audit plus $3,000-$5,000 for the Single Audit 2022 audit - $8,000 for the Fire Relief Association and $2,000 preparation of IRS Form 990 The cost of the 2021 audit for the City was $37,800. This represents an increase of 4.23%. The cost for the Fire Relief audit was $5,975 with $1,975 for the preparation of IRS Form 990. The increase for the Fire Relief audit is 25.79%. BerganKDV has a $10,000 minimum for an audit engagement. In the past they have made an exception, however they are going to enforce that minimum going forward. The city has had a good working relationship with BerganKDV. They provide a thorough report with useful information. I recommend that we continue to work with BerganKDV and enter into a contract for the 2022 audit at a cost of $39,400 for the City audit plus $3,000-$5,000 for the Single Audit and $8,000 for the Fire Relief audit with $2,000 for preparation of IRS Form 990. BUDGET IMPACT This price has been budgeted for in the 2023 budget. RECOMMENDATION Staff recommends that the Mendota Heights City Council authorize the Finance Director to enter into the contract for auditing services with BerganKDV for the 2022 audit for the City and the Fire Relief Association as quoted above. 5eCity Council | Tuesday, March 7, 2023 | Page 21 of 50 City Council | Tuesday, March 7, 2023 | Page 22 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor, City Council, and City Administrator FROM: John Boland, Public Works Superintendent SUBJECT: Purchase and Installation of Welding Fume Arm INTRODUCTION For safety reasons and Occupational Safety and Health Administration (OSHA) compliance, Public Works needs to install a welding fume arm to draw welding gas away from personnel when performing welding operations. BACKGROUND Staff received two quotes from vendors for a Nederman 13’ fume arm to be installed in the welding area at Public Works. The two quotes received were: Master Mechanical $11,250.00 DMS $12,995.00 These two quotes include the fume arm, installation, and venting through the side wall of the building. BUDGET IMPACT In the 2023 CIP, the budget included $6,000.00 for a HHVA system for the welder. The lowest quoted price is $5,250.00 over budget. Staff was notified by the city’s safety consultant after a building audit last year, this was a needed item and staff didn’t have an estimated amount or a unit selected by the time of the budget process. The price is over budget, but is an item that is needed for OSHA compliance and employee safety. Staff is recommending to pay for this item from the fund balance in the 2023 budget. RECOMENDATION Staff recommends that the Mendota Heights City Council approve the purchase of a fume arm to be installed at Public Works from the low bidder Master Mechanical in the amount of $11,250.00. ACTION REQUIRED If Council concurs, it should, by motion, approve the purchase of a fume arm to be installed at Public Works from the low bidder Master Mechanical in the amount of $11,250.00. This action requires a simple majority vote. 5fCity Council | Tuesday, March 7, 2023 | Page 23 of 50 City Council | Tuesday, March 7, 2023 | Page 24 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor, City Council, and City Administrator FROM: John Boland, Public Works Superintendent SUBJECT: 2023 Street Sweeping INTRODUCTION The City Council is asked to award a contract for the sweeping of streets in the spring and fall of 2023. BACKGROUND Requests for bids were sent out for spring and fall street sweeping. Four bids were received: Mike McPhillips, Inc. $123.00/hour Pearson Brothers $125.00/hour Reliakor Services $135.00/hour Allied Blacktop Company $145.00/hour Mike McPhillips, Inc. has swept the city streets in the past with very positive results. They will be providing four to six sweeps a day to sweep the streets. Weather permitting, we can generally sweep the streets in the spring in four days, while the fall sweeping takes a few more days because of the fallen leaves. Scheduling will be based on weather and availability, with the hope of a start date sometime in April for the spring street sweeping. BUDGET IMPACT There is $70,000 in the 2023 budget for street sweeping and striping. In 2022, the total cost to sweep the streets in the spring and fall was $43,560.00. The winning bid from last year was $110.00 an hour. Due to economic conditions, the hourly rates are higher again this year. RECOMMENDATION Staff recommends that the Mendota Heights City Council approve the low bid from Mike McPhillips, Inc. for their low bid of $123.00 an hour to sweep city streets in the spring and fall of 2023. ACTION REQUESTED If Council concurs, it should, by motion, approve the low bid from Mike McPhillips, Inc. in the amount of $123.00 per hour to sweep city streets in the spring and fall of 2023. 5gCity Council | Tuesday, March 7, 2023 | Page 25 of 50 City Council | Tuesday, March 7, 2023 | Page 26 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor and City Council, City Administrator FROM: Meredith Lawrence, Parks and Recreation Manager Terry Sullivan, Facilities Manager SUBJECT: Approval of Window Replacement for the Par 3 Community Clubhouse INTRODUCTION The City Council is asked to approve the purchase and installation of new windows at the Par 3 Community Clubhouse. BACKGROUND The windows in the Mendota Heights Par 3 Community Clubhouse were last replaced in 1993. The City’s Facilities Manager estimates that 30 years is the useful life for windows and that a replacement is necessary. The existing windows are extremely cloudy and not a good representation of the quality and cleanliness of the golf course. Staff has had contractors professionally wash the windows, but the sticky film based on age of the windows cannot be cleaned off. In addition, based on their age, the current windows are not energy efficient. Staff has solicited quotes for the replacement of five windows with tempered glass at the clubhouse including installation and disposal of the current windows. The following two quotes were received: •Evolve Windows and Doors: $10,651.91 •Great Plains Window and Doors: $12,021.54 BUDGET IMPACT Included in the 2023 budget is $8,750 for the replacement of the Par 3 clubhouse windows. Staff obtained two quotes for this project with Evolve Windows and Doors providing the lowest quote at $10,651.91. The Par 3 will fund this project. RECOMMENDATION Staff recommends that the City Council approve the window replacement at the Par 3 Community Clubhouse. 5hCity Council | Tuesday, March 7, 2023 | Page 27 of 50 ACTION REQUESTED If the City Council concurs, it should, by motion, approve the window replacement at the Mendota Heights Par 3 Community Golf Course by Evolve Windows and Doors in the amount of $10,651.91 City Council | Tuesday, March 7, 2023 | Page 28 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor and City Council, City Administrator FROM: Ryan Ruzek P.E., Public Works Director SUBJECT: Resolution 2023-15 Enter into Agreement with the Metropolitan Council for the 2020 Inflow and Infiltration Grant INTRODUCTION The Metropolitan Council Environmental Services (MCES) is providing a grant for Inflow and Infiltration remediation projects. The Council is asked to approve resolution 2023-15 entering into an agreement with MCES. BACKGROUND Minnesota Legislature approved a state bonding bill to help municipalities reduce inflow and infiltration (I&I), $5,000,000 was appropriated in 2020. Each participating city is eligible to receive $25,000 and an allocation proportional to eligible expenses until all funds are allocated. Mendota Heights installed Cured-In Place Pipe (CIPP) liners, sealed manhole chimneys, reconstructed manhole chimneys, and replaced a section of trunk sewer totaling $300,410. Of this total, $86,353 is eligible for reimbursement. The deadline for submitting Grant materials is March 31, 2023 and the Metropolitan Council will announce final reimbursement amounts on May 1, 2023. BUDGET IMPACT All invoices for this work have been paid from the Sanitary Utility Fund. Staff estimated a reimbursement of $86,353 based on preliminary participation numbers from the Metropolitan Council. RECOMMENDATION Staff recommends that Council approve the attached resolution authorizing the City to enter into the Grant agreement with the Metropolitan Council for I&I work completed in 2021-2022. ACTION REQUESTED If City Council wishes to implement the staff recommendations, pass a motion adopting A RESOLUTION APPROVING GRANT AGREEMENT BETWEEN THE METROPOLITAN COUNCIL ENVIRONMENTAL SERVICES (MCES) FOR THE 2020 MUNICIPAL I/I GRANT. This action can be taken with a simple majority vote. 5iCity Council | Tuesday, March 7, 2023 | Page 29 of 50 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2023-15 A RESOLUTION APPROVING GRANT AGREEMENT BETWEEN THE METROPOLITAN COUNCIL ENVIRONMENTAL SERVICES (MCES) FOR THE 2020 MUNICIPAL I/I GRANT WHEREAS, the City of Mendota Heights has been identified by the Metropolitan Council Environmental Services as a contributor of excessive Inflow and Infiltration (I&I); and WHEREAS, To facilitate the reduction of I&I, MCES is offering a Preliminary Minimum Allocation of $25,000 per metro city, with provisions for future distribution of available funding until the total $4,156,800 for the State of Minnesota has been expended on I&I reduction measures; and WHEREAS, the allotted Grant amount will be limited to eligible I/I mitigation improvements, including but not limited to chimney seals, manhole sealing, pipe replacement, and Cure-In-Place Pipe (CIPP) lining, and WHEREAS, to receive the allotted Grant money, the City must complete the eligible improvements and submit required verification forms to the Metropolitan Council by March 31, 2023. NOW, THEREFORE, BE IT RESOLVED, by the Mendota Heights City Council: 1. The Council authorizes and directs the Public Works Director to prepare and execute the Grant agreement to recover eligible capital costs expended to reduce I&I in the City that is contributing to the Metropolitan Council’s sanitary sewer system. 2. That the City agrees to remit available grant funding towards the continued minimization or elimination of excessive I&I within the public sanitary sewer system. 3. That the city will secure and retain receipts for all eligible repairs and that MCES will have reasonable access to audit these records upon request. Adopted by the City Council of the City of Mendota Heights this seventh day of March, 2023. CITY COUNCIL CITY OF MENDOTA HEIGHTS ATTEST: Stephanie b. Levine, Mayor ___________________________ Christine Lusian, City Clerk City Council | Tuesday, March 7, 2023 | Page 30 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor, City Council, and City Administrator FROM: Kelly McCarthy, Police Chief Kelly Torkelson, Assistant City Administrator SUBJECT: Temporary Authorization Increasing the Police Department’s Sworn Staff to 21 and the Hiring of Three Police Officers INTRODUCTION The City Council is asked to approve the temporary authorization of the Police Department’s sworn staff to 21 and the hiring of Caleb Kittock, Hunter Hubner, and Donovan Barr as Police Officers with the Mendota Heights Police Department. BACKGROUND Caleb Kittock has recently served as a police officer within Brooklyn Park and has worked as a police reserve for Metro Transit Police and the City of Crystal. Donovan Barr and Hunter Hubner are both currently serving as police officers in the City of Cannon Falls. Donovan Barr brings local experience having served as a reserve officer with the City of West St. Paul Police Department. In addition to his experience as a police officer in other cities, Hunter Hubner is also a veteran, having served in the United States Air Force. The anticipated timeframe to begin employment for these officers is March, 2023 and is dependent upon the results of the standard pre-employment psychological assessment for police officers and approval by the City Council. BUDGET IMPACT The Department has two vacant police officer positions. The proposed action would hire three officers, temporarily bringing the total number of sworn officers in the department to 21 rather than the authorized/budgeted 20 positions. The hiring market for police officers is currently extremely competitive, making it very difficult to find candidates who are a good fit for the department and the Mendota Heights community. By onboarding qualified candidates when we find them, we can pre-emptively address future staffing shortages in the case of turn over or retirements within the department. 5jCity Council | Tuesday, March 7, 2023 | Page 31 of 50 The department has been operating without two budgeted officers resulting in some salary savings in the 2023 budget. In the case that there were no additional vacancies in 2023 the additional officer would result in approximately $100,000 in unbudgeted salary costs as well as $25,000 in training and equipment. Staff would anticipate adding in budget to meet the funding needs of the temporary additional position in the 2024 budget. While not budgeted within the 2023 budget, staff are confident that the department can fund the additional position with department fund balance. Staff are recommending the conditional hiring of Caleb Kittock and Donovan Barr at the base starting wage but giving Hunter Hubner credit for his additional work experience and starting him at the six-month step of the police officer pay scale. All three of the candidates would have the same standard 12-month probationary period with the city despite the different steps of their starting wage. ACTION RECOMMENDED Staff recommends the City Council approve the temporary authorization of the Police Department’s sworn staff to 21, an increase of one full-time equivalent position through the end of 2024. Staff also recommends the conditional hiring of Caleb Kittock, Hunter Hubner, and Donovan Barr as Police Officers with the Mendota Heights Police Department. The starting monthly salary for Caleb Kittock and Donovan Barr will be the base wage of $5,933 based on the 2022-2023 Law Enforcement Labor Services, Inc. labor agreement. The starting monthly salary for Hunter Hubner will be the six-month step wage of $6,278 based on the 2022-2023 Law Enforcement Labor Services, Inc. labor agreement. ACTION REQUIRED If City Council concurs, it should, by motion, approve the conditional hiring of Caleb Kittock, Hunter Hubner, and Donovan Barr as Police Officers with the Mendota Heights Police Department and increase the authorized number of sworn officers to 21 through the end of 2024. City Council | Tuesday, March 7, 2023 | Page 32 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor, Council and City Administrator FROM: Wayne Wegener, Police Captain SUBJECT: Resolution 2023-16 formally accepting the donation of a free-standing range INTRODUCTION The Council is asked to accept the donation of a free-standing range from PCH Construction. BACKGROUND The City Auditor has advised that Minnesota State Statute 465.03 “Gifts to municipalities” requires all donations be acknowledged by Resolution. This memo meets Minnesota State Statutory requirements by having the City Council formally accept the gift and recognizing the donor. PCH Construction wishes to donate a Whirlpool free-standing range to the Police Department. This new range would replace the current one within the department. The existing range would be disposed of properly. BUDGET IMPACT None. RECOMMENDATION Staff recommends accepting the donation of a free-standing range. 5kCity Council | Tuesday, March 7, 2023 | Page 33 of 50 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION 2023-16 FORMALLY ACCEPTING THE GIFT OF A FREE-STANDING RANGE WHEREAS, the City of Mendota Heights desires to follow Minnesota Statute 465.03 “Gifts to Municipalities”; and WHEREAS, the Minnesota Statute requires a resolution to accept gifts to municipalities; and WHEREAS, the City has previously acknowledged gifts with a resolution; and WHEREAS, the City Council of the City of Mendota Heights has duly considered this matter and wish to acknowledge the civic mindedness of citizens and officially recognize their donations. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Mendota Heights formally accepts the donation a Whirlpool free-standing range from PCH Construction to replace the existing range within the police department. Adopted by the City Council of the City of Mendota Heights this seventh day of March, 2023. CITY COUNCIL CITY OF MENDOTA HEIGHTS Stephanie B. Levine, Mayor ATTEST: _________________________ Christine Lusian, City Clerk City Council | Tuesday, March 7, 2023 | Page 34 of 50 1101 Victoria Curve I Mendota Heights, MN 55118 651.452.1850 phone I 651.452.8940 fax www.mendota-heights.com ,I CITY OF ,m1 MENDDT A HEIGHTS MEETING DATE: TO: FROM: SUBJECT: BACKGROUND Significant Claims Request for City Council Action March 7, 2023 Mayor, City Council and City Administrator Kristen Schabacker, Finance Director iJ'{\\V Claims List Summary Rosenbauer Minnesota -Partial Payment of Fire Truck MN Dept of Labor & Industry -Surcharges Barr Engineering -Park Place/Rogers Lake Pond Improvements Compass Minerals -Road Salt Interstate Power Systems -Fire Equipment Repair LOGIS -IT Services/Computer Hardware Moodys Total Home & Cabin -January Plowing Services Manual Checks Total System Checks Total Total for the list of claims for the March 7, 2023 City Council meeting RECOMMENDATION $ 197,600.00 $ 3,703.25 $ 5,331.72 $ 8,082.08 $ 4,544.60 $ 36,723.27 $ 3,140.00 $ 208,378.35 $ 101,834.56 $ 310,212.91 Staff recommends that the Mendota Heights City Council approve the list of claims for March 7, 2023. 5lCity Council | Tuesday, March 7, 2023 | Page 35 of 50 City Council | Tuesday, March 7, 2023 | Page 36 of 50 City Council | Tuesday, March 7, 2023 | Page 37 of 50 City Council | Tuesday, March 7, 2023 | Page 38 of 50 City Council | Tuesday, March 7, 2023 | Page 39 of 50 City Council | Tuesday, March 7, 2023 | Page 40 of 50 City Council | Tuesday, March 7, 2023 | Page 41 of 50 City Council | Tuesday, March 7, 2023 | Page 42 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor, City Council, and City Administrator FROM: Ryan Ruzek, P.E., Public Works Director Krista Spreiter, Natural Resources Coordinator SUBJECT: Rogers Lake Water Quality Report Presentation by Saint Thomas Academy INTRODUCTION At its meeting on March 7, the Council will hear a presentation from students at Saint Thomas Academy about the water quality of Rogers Lake. BACKGROUND Since the early 1990’s, Saint Thomas Academy Environmental Science Classes have been monitoring several aspects of the water quality present in Rogers Lake. The City Council hears an annual update from the students. The attached historical data on the lakes’ water quality shows a trend of the water quality of Rogers Lake declining over the past few years. In 2021, the overall rating decreased slightly over the preceding year which continued in to 2022. Mr. Tony Kinzley is the Advanced Placement Environmental Sciences Instructor. He has a group of students who have conducted the research and prepared a presentation for Council. Attached is a summary sheet the students prepared, which will be presented at the Council meeting. BUDGET IMPACT None. RECOMMENDATION Staff recommends Council receive the Rogers Lake Water Quality Report presentation from Saint Thomas Academy. ACTION REQUIRED Informational. No Council action is required. 7aCity Council | Tuesday, March 7, 2023 | Page 43 of 50 Fall 2022 Chemical Assessment of Rogers Lake Performed by Saint Thomas Academy A. P. and General Environmental Science Program City Council | Tuesday, March 7, 2023 | Page 44 of 50 Thank you for allowing us the time to share our findings with the Mendota Heights City Council. Over one hundred students from 6 class periods participated in the program this year and were required to prepare a formal group presentation on Rogers Lake to their class. The winning group will present on Tuesday, March 7. This is a genuine learning opportunity for all of these students, especially the winning group. This document gives an overview of the chemical water quality monitoring program used by the A.P. Environmental Science students at Saint Thomas Academy for the Mayor, Council Members, and Staff. Some points to consider: This year, the students collected a very small sample size for Fecal Coliform, BOD5, and Overall Rating readings due to supply chain issues with testing equipment. As a result, the data in these three parameters should be considered to have low validity. Second, Rogers Lake water levels have been extremely low for the past two years due to the drought. This has likely caused some areas of concern, specifically in the BOD5 and Total Solids parameters. Also, testing site 5 was inaccessible and no data exists here. Next, the pH value of Rogers Lake this year is very low (acidic). This has never been the case in the past and may be due to use of a new (and presumably more accurate) testing method. Could this also be connected to the drought? Finally, many of the parameters have been on a downward trend for the past 4-6 years. It is not clear exactly what is causing this pattern but it should be monitored moving forward. The actual data, analysis of the data, areas in need of improvement, and possible solutions will be further discussed at the council meeting. Please direct any questions to Mr. Tony Kinzley, A.P. Environmental Science Teacher, at tkinzley@cadets.com. City Council | Tuesday, March 7, 2023 | Page 45 of 50 Which chemical tests were performed? What does each test for? What factors affect the readings? What is an acceptable reading? What were the Fall 2022 readings? Dissolved Oxygen (D.O.) The amount of oxygen dissolved in the water. Plant life increases D.O., organic waste inputs (pet waste, grass clippings, leaves) lowers D.O. 5-12 ppm 8.9 ppm (9.0 in 2021) Acceptable Fecal Coliform Levels of bacteria associated with pathogenic bacteria and viruses Goose and pet waste. Faulty septic systems and sewer lines. 0 colonies/100ml is safe to drink. 200 colonies/100ml or less = swimming 0.0 col/100ml (15.5 in 2021) *Small Sample Size Acceptable pH The acidity or basicity of the water Acid rain is the typical cause of acidification of lakes 6.5-8.5 pH units (slightly basic) 5.9 units (7.4 in 2021) Unacceptable Biochemical Oxygen Demand (BOD5) How much oxygen is being used by bacteria in the lake that decompose organic waste put into the water. Organic waste inputs (leaves, grass clippings, or animal waste) and algal blooms from fertilizer runoff 0-3 ppm 4.6 ppm (4.1 in 2021) *Small Sample Size Unacceptable ∆ Temperature (Change In Temp.) The difference in temperature between 2 testing sites on the lake Sun/shade differences, industrial thermal pollution, removal of trees/shade 0-1 °C 1.5 °C (0.9 in 2021) Unacceptable (But likely due to sun/shade differences) Nitrate Measure of the amount of Nitrates in the water Animal waste, grass clippings, leaves, fertilizers. Faulty septic systems and sewer lines 0.1-3 ppm (Low levels needed for proper aquatic plant growth) 0.2 ppm (0.2 in 2021) Historical Record (tie) Acceptable Total Phosphates Measure of the amount of various phosphates in the water Soil runoff, animal waste, grass clippings, leaves, some fertilizers. Faulty sewer lines and septic systems. 0.1-1 ppm (Low levels needed for proper aquatic plant growth) 0.8 ppm (0.6 in 2021) Acceptable Turbidity Amount of suspended solids in the water. Measure of water clarity Soil erosion, organic waste input 1-40 JTU 8.6 JTU (13.0 in 2021) Acceptable Total Solids Amount of suspended and dissolved solids in water Road salt, soil erosion, organic waste input. 1-300 mg/L 351.7 mg/L (302.1 in 2021) Unacceptable Overall Rating A composite score of all 9 chemical tests. The 9 chemical tests Excellent: 90-100 Good: 70-89.9 Medium: 50-69.9 74.6 *Small Sample Size (79.4 in 2021) Acceptable City Council | Tuesday, March 7, 2023 | Page 46 of 50 City Council | Tuesday, March 7, 2023 | Page 47 of 50 City Council | Tuesday, March 7, 2023 | Page 48 of 50 Request for City Council Action DATE: March 7, 2023 TO: Mayor and City Council FROM: Cheryl Jacobson, City Administrator SUBJECT: Future Cities Competition Presentation – Friendly Hills Middle School INTRODUCTION The Future Cities Competition Program is a project-based learning activity that introduces middle school students to project management and the engineering design process. Participating students research, design and create a city that exists 100 years into the future. The Future City Competition was first offered in Minnesota during the 2000-2001 school year, and has grown from 17 schools participating during that first year to as many as 45 schools participating each year. BACKGROUND Teams from Friendly Hills Middle School have participated in the Future Cities Competition since 2008, with nearly 200 students having participated since then. The school typically enters two or three teams in the competition each year. Guided by educator/teacher Crystal Mielke and engineering mentor (Councilor) John Mazzitello, students participate in teams of at least three students, and spend approximately five months creating cities that could exist at least 100 years in the future. As part of the competition, students work on completing a 1500-word city essay, a scale model of their city built from recycled materials, a four-part project plan, a 7-minute team presentation and a Q&A session with competition judges. The 2022-23 competition theme-Climate Change Challenge asked teams to design a futuristic city that adapts to and mitigates the challenges of climate change. Student teams tackled this challenge by choosing a climate change impact and designing one innovative and futuristic climate change adaptation and one mitigation strategy to keep their residents healthy and safe. Friendly Hills entered two teams in this year’s state competition which was held on January 21 at Dakota County Technical College. 7bCity Council | Tuesday, March 7, 2023 | Page 49 of 50 BUDGET IMPACT None. RECOMMENDATION Students from Friendly Hills Middle School will present their future city at the city council meeting on March 7, 2023. ACTION REQUESTED Informational. No Council action is required. City Council | Tuesday, March 7, 2023 | Page 50 of 50