City Council

Maple Grove City Council Meeting Meeting Minutes March 16, 2020 Call to Order Pursuant to call and notice thereof, a Regular Meeting of the Maple Grove City Council was held at 7: 30 p. m. on March 16, 2020 at the Maple Grove Government Center/ Public Safety Facility, Hennepin County, Minnesota. Members present were Mayor Mark Steffenson and Councilmembers Judy Hanson, Karen Jaeger, Phil Leith, and Kristy Barnett. Absent was none. Present also were Heidi Nelson, City Administrator; Tim Bush, Fire Chief; Joe Hogeboom, Community and Economic Development Director; Jesse Corrow, Associate Planner; Brett Angell, Economic Development Manager; Ken Ashfeld, Public Works Director/ City Engineer; Jupe Hale, Assistant City Engineer; and Justin Templin, City Attorney. Mayor Steffenson called the meeting to order at 7: 30 p.m. and led the city in the Pledge of Allegiance. Additions or Mayor Steffenson asked if there were any additions and/ or Deletions to deletions to the Consent Agenda to which Heidi Nelson stated the Agenda the following: Items Removed from the Agenda 5B. Oath of Office for Police Commanders 5C. Oath of Office for Police Sergeant Item Amended to the Consent Agenda None Item Added to the Agenda 5AL Update on COVID- 19 Response 8A. COVID- 19 Leave Policy Item Removed from the Consent Agenda for Discussion None Consent Items The following Consent Items were presented for Council' s Maple Grove City Council Minutes March 16, 2020 Page 2 approval: MINUTES A. Regular Meeting— March 2, 2020 PERSONNEL ITEMS B. Community Service Officer Coordinator Motion to approve the hiring of Mackenzie Alleman to the position of Community Service Officer Coordinator at an annual salary of$ 57, 100. 16 ( 7B), effective on March 23, 2020, subject to a 12- month probationary period. All required screenings and background checks have been successfully completed. COMMUNITY& ECONOMIC DEVELOPMENT ITEMS C. 2040 Comprehensive Plan- Resolution No. 20- 044 Motion to adopt Resolution No. 20- 044 adopting the Maple Grove 2040 Comprehensive Plan. D. Lynde and McLeod Addition Final Plat- Resolution No. 20- 043 Motion to adopt Resolution No. 20-043 approving the Final Plat of Lynde and McLeod Addition. E. Elm Road PUD Concept State Plan, Development State Plan, Rezoning and Preliminary_ Plat - Ordinance No. 20- 05 and Resolution No. 20- 042 Motion to adopt Ordinance No. 20- 05 approving the rezoning property from R- A, Single- Family Agricultural to R- 2, PUD, Single- Family Residential, Planned Unit Development, subject to the approval of the Final Plat. Motion to adopt Resolution No. 20- 042 approving the Elm Road PUD Concept Stage Plan, Development Stage Plan and Preliminary Plat. ENGINEERING ITEMS F. Elm Road Street and Utilitv Proiect No. 20- 08 - Resolution Maple Grove City Council Minutes March 16, 2020 Page 3 No. 20- 048 Motion to adopt Resolution No. 20- 048 establishing Elm Road Area Street and Utility Project No. 20- 08, receiving surety and ordering feasibility report. G. Fountains Intersection Improvements Street and Utility Project No. 16- 02 - Resolution No. 20- 041 Motion to adopt Resolution No. 20- 041 ordering and receiving the Feasibility Report for Fountains Intersection Improvements Street and Utility Project No. 16- 02 and establishing Public Hearing. H. Lawndale Lane Parkins Restrictions - Resolution No. 20- 045 Motion to adopt Resolution No. 20- 045 establishing a no parking zone on the west side of Lawndale Lane from 82nd Avenue to 79th Place. I. Minnesota Health Village - Resolution No. 20- 049 Motion to adopt Resolution No. 20- 049 approving plans and specifications for Project 100 ( Minnesota Health Village) Project No. 19- 21 and authorizing advertisement for bids. J. South Prominence Project No. 20- 06 - Resolution No. 20- 008 Motion to adopt Resolution No. 20- 008 accepting bid for South Prominence Area Street and Utility Project No. 20- 06. K. Special Assessment Cancellation - Resolution No. 20- 050 Motion to adopt Resolution No. 20- 050 cancelling special assessments as a result of Levy No. 18541. L. 2020 Trunk Sanitary CIPP Project No. 20- 05 - Resolution No. 20- 046 Motion to adopt Resolution 20- 046 accepting the bid for 2020 Trunk Sanitary CIPP Project No. 20- 05 and awarding to Insituform Technologies USA, LLC at a contract amount of 1, 998, 391. 30. Maple Grove City Council Minutes March 16, 2020 Page 4 M. Windrose Project No. 2019- 11 Change Order No. 1 Motion to approve Change Order No. 1 to The Windrose Project No. 2019- 11 in the amount of$ 10, 495. 00. N. Sureties Motion to approve the surety actions as identified on the Council Action Form. ADMINISTRATIVE ITEMS O. ActinR Citv Administrator Motion to approve Public Works Director/City Engineer Ken Ashfeld as Acting City Administrator effective Thursday, April 2, through Sunday, April 5, 2020. P. Aareement with Western Specialty Contractors For Maple Grove Transit Station Sidewalks and Sealants Motion to authorize the Mayor and City Administrator to enter into an agreement with Western Specialty Contractors for the bid award for the Maple Grove Transit Station Sidewalks and Sealants project for an amount not to exceed $ 145, 500 that includes the Base Bid Amount and Alternate 1. CLAIMS Q. Motion to approve the claims as listed: City Checks: $ 1, 298, 594. 06 Purchasing Card: $ 17, 95. 41 Electronic Payments: $ 25, 885. 76 Motion by Councilmember Leith, seconded by Councilmember Barnett, to approve the Consent Items as presented. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Consideration None. of Items Maple Grove City Council Minutes March 16, 2020 Page S Pulled from the Agenda Special Business Open Forum There were no open forum issues brought before the Council at this meeting. Update on Fire Chief/Emergency Management Director Tim Bush COVID- 19 provided the Council with an update on COVID- 19. He explained Minnesota had 54 confirmed cases and 20 of those Response cases were in Hennepin County. He discussed how the Minnesota Department of Health was recommending the community address the spread of this virus. He reported he was working with Hennepin County and the City Administrator to map out the best path for the City of Maple Grove. He indicated a virtual EOC was being created for the city and a web-based platform was being generated to assist with managing the situation. He described how he was working to protect police and fire staff. He explained the city has closed the senior center, community center and has suspended all parks and recreation programs. He reported the city was adjusting work schedules in order to maintain the highest level of services. He asked the public to make use of the telephone for non-emergency situations. He stated that together, the City of Maple Grove would get through this event and would continue to be one of the best communities in the state. He indicated he would continue to keep the City Council apprised of the situation in the coming days and weeks. Mayor Steffenson thanked Fire Chief Bush for his thorough report. He explained he read a notice from the Mayo Clinic encouraging everyone to prepare, prevent and not to panic. He encouraged the public to follow this advice. Oath of Office This item was removed from the agenda. for Police Commanders Oath of Office This item was removed from the agenda. for Police Sergeant Maple Grove City Council Minutes March 16, 2020 Page 6 Community Development Items Hennepin Economic Development Manager Angell requested the Council County approve the need for corridor planning program funding through Corridor Hennepin County and authorize an application for grant funds. He explained Hennepin County offers grant funds on a yearly Planning basis. These funds would be used by the city to support Grant activities, studies, feasibility studies, realm planning Application improvements, stormwater management and sustainability efforts. It was noted the maximum award for a project was Resolution No. 50, 000 and the city would be required to contribute a 50% 20- 046 match. He stated the city was proposing to complete public infrastructure improvements to Main Street in 2021 and grant funds were being requested for this project. The grant application was due by April I". Staff commented further on the proposed project and recommended approval of the grant application. Councilmember Jaeger questioned if only one award would be granted by Hennepin County. Economic Development Manager Angell explained the county has $ 200, 000 for all cities in Hennepin County and the maximum award amount for these funds was $ 50, 000. He noted the county awards eight to ten grants per year and last year the county had 15 to 17 grant applications. He commented further on the benefits of the city pursuing these grants funds for the Main Street infrastructure improvement project. Councilmember Barnett supported the city pursuing the grant with Hennepin County. Motion by Councilmember Barnett, seconded by Councilmember Jaeger, to approve adopting Resolution No. 20- 046 identifying the need for corridor planning program funding through Hennepin County and authorizing an application to be submitted for grant funds. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. KinderCare Associate Planner Corrow explained the applicant is requesting Child Care PUD Development Stage Plan, Preliminary Plat and Final Plat PUD Non- approval for the construction of an approximate 12, 000 square foot single story childcare center located in the Southwest Maple Grove City Council Minutes March 16, 2020 Page 7 Residential Crossroads development, near the new Hy-Vee grocery store. Development The proposal includes splitting an existing 2. 52- acre lot into two, nearly equal sized, lots that will accommodate the current Stage Plan proposal and another future project to the north. The facility Preliminary will provide educational and childcare services for up to 136 and Final Plat students and will operate from 6: 00 a.m. to 6: 30 p.m. Monday through Friday. Staff commented further on the request, reviewed the exterior plans for the building, and reported the Planning Commission recommended approval of the request subject to conditions. Councilmember Jaeger questioned how deliveries would be made on the site. Associate Planner Corrow described how delivery trucks would flow in and out of the site. He noted the lot to the north was undeveloped at this time and the easement would be paved for delivery trucks and garbage service vehicles. Motion by Councilmember Leith, seconded by Councilmember Hanson, to approve deny directing the City Attorney to draft a Planned Unit Development Agreement and a Resolution approving the KinderCare Child Care PUD Non- Residential Development Stage Plan, Preliminary and Final Plat, subject to: 1. The applicant addressing to the satisfaction of the City any remaining applicable comments contained in the memorandums from: Economic Development a. The Community & Department, dated February 24, 2020 b. The Fire Department, dated January 29, 2020 c. The Parks & Recreation Department, dated March 3, 2020 d. The Arbor Committee, dated February 13, 2020 e. The Water Resources Engineer, dated January 21, 2020 2. Final review and approval of the City Attorney and the Director of Community & Economic Development. The applicant shall acknowledge that Park Dedication requirements are based on staff review and recommendation to the Park and Recreation Board and Maple Grove City Council Minutes March 16, 2020 Page 8 their subsequent Board Action. Board meetings are held on the third Thursday of each month. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Report On Community and Economic Development Director Hogeboom updated the Council regarding the following: Upcoming Community The new Caribou Coffee by the Maple Grove Hospital was Development open for business. Items The new Caribou Coffee and Highland Bank near Cub Foods would be open for business in early April. The Planning Commission would discuss ProMed at their March 301h meeting. The Planning Commission would discuss senior housing at Village of Arbor Lakes at their April 13th meeting. The city has canceled the Arbor Committee meeting in April and Arbor Day festivities were being postponed. Report on Director of Public Works/ City Engineer Ashfeld updated the Council regarding the following: Upcoming Engineering Speed limits in the City of Maple Grove were discussed. Items Staff reviewed the roadway improvements and detours that would be completed along Highway 5, near the airport. COVID- 19 City Administrator Nelson requested the Council update the Leave Policy city' s leave policy to address the COVID- 19 pandemic. She discussed the proposed policy changes regarding remote work arrangements and paid leave for quarantine. She explained city essential job functions will be considered and not all employees will be allowed to work from home. Councilmember Barnett questioned what was being done about the Community Center employees, now that the Community Center has been closed. City Administrator Nelson reported these employees are communicating with Community Center users, including those that had reservations of the space to explain the building has been closed. She commented the second order of business was to adjust cleaning, records and maintenance of the Community Center space. Maple Grove City Council Minutes March 16, 2020 Page 9 Councilmember Jaeger asked how working mothers would be addressed in the COVID- 19 leave policy. City Administrator Nelson stated employees could utilize sick leave in the event they do not have backup daycare. She commented further on the city' s sick balance policy and noted balances can carryover from year-to- year. Mayor Steffenson explained he supported the proposed COVID- 19 leave policy. Motion by Councilmember Jaeger, seconded by Councilmember Hanson, to approve temporary policies to address staffing issues being presented by the current COVID- 19 pandemic as follows, per recommendations from the Minnesota Department of Health and Center for Disease Control. 5/ 0 1. Remote Work Arrangements: The City of Maple Grove does not have a remote working policy in place currently. Depending on the severity of the COVID- 19 pandemic, remote working arrangements may be made with employees whose positions allow them to work remotely, with Department Director approval. Essential job functions, city business needs, and technology availability will all be factors included in the planning of these arrangements. 2. Paid Leave for Quarantine: Employees that have been ordered by a medical professional or public health official to stay home under quarantine due to possible exposure to COVID- 19, but are not sick, will be eligible for up to 2 weeks of paid leave. This leave is reserved for unique circumstances after all other possibilities, including remote work arrangements, have been exhausted. Employees who knowingly travelled to level 3 risk areas ( as determined by the CDC) will not be eligible for this leave. Both of these policies are in addition to current city policy on paid sick and vacation usage. Upon call of the motion by Mayor Steffenson, there were Maple Grove City Council Minutes March 16, 2020 Page 10 five ayes and no nays. Motion carried. Heidi Nelson, Ms. Nelson explained that the Council has her Monday report if there are any questions. She reported the legislature is not City convening meetings until mid-April and has been focused on Administrator the COVID- 19 response. Councilmember Jaeger indicated the Farmer' s Market Items Added to the Agenda scheduled for March 19a' and April 20`h has been canceled. Councilmember Jaeger reported the Historical Society meeting has been canceled, along with the Lake Quality Commission meeting. Mayor Steffenson encouraged all Maple Grove residents to be prepared, prevent the spread and to be safe. Motion by Councilmember Jaeger, seconded by Adjournment Councilmember Hanson, to adjourn to the regular City Council meeting on April 6, 2020 at 7: 30 p. m. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. The meeting was adjourned at 8: 11 p.m. by Mayor Steffenson. Respectfully submitted, Heidi Nelson City Administrator