City Council

Maple Grove City Council Meeting Meeting Minutes April 20, 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 April 20, 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; Joe Hogeboom, Community and Economic Development Director; Peter Vickerman, Planning Manager; Ken Ashfeld, Public Works Director/ City Engineer; Finance Director Steve Hauer; Parks and Recreation Director Chuck Stifter; Fire Chief Tim Bush; 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 the Consent Agenda to which Heidi Nelson stated Deletions to the Agenda the following: Item Amended to the Agenda None Item Amended to the Consent Agenda None Item Added to the Agenda None Item Removed from the Consent Agenda for Discussion None Consent Items The following Consent Items were presented for Council' s approval: Maple Grove City Council Minutes April 20, 2020 Page 2 MINUTES A. Regular Meeting— April 6, 2020 B. Council Work Session— April 6, 2020 PERSONNEL ITEMS C. Asset Management Specialist Appointment Motion to approve the promotion of Tim Brandon to the position of Asset Management Specialist in the Public Works Department, at an annual salary of $ 71, 456. 32 ( Level 9C), effective on April 27, 2020, subject to a 6- month probationary period. Motion to authorize staff to begin the recruitment process for the internal vacant position of Lead Heavy Equipment Operator in the Public Works Department and any subsequent internal recruitments as a result of this promotion. COMMUNITY & ECONOMIC DEVELOPMENT ITEMS D. ProMed PUD Non- Residential Concept Staize Plan, Develop_ ment State Plan and Final Plat - Resolution No. 20- 062 Motion to adopt Resolution No. 20- 062 approving ProMed PUD Non- Residential Concept Stage Plan, Development Stage Plan, Final Plat. E. Removal of Restrictive Covenants Outlot A, Wedgwood Commerce Centre 14th Addition Motion to approve a Termination of Declaration of Restrictions for the property legally described as Outlot A, Wedgwood Commerce Centre 14th Addition. ENGINEERING ITEMS F. Extended Working Hours Arbor Lakes Corporate Center Proiect No. 2019- 04 Motion to approve extended working hours for the sanitary Maple Grove City Council Minutes April 20, 2020 Page 3 sewer crossing operations at CSAH 109 ( 85th Avenue) for the Arbor Lakes Corporate Center City Project No. 2019- 18. G. 99th Avenue An_artments Project No. 2019- 18 Change Order No. 1 Motion to approve Change Order No. 1 to the 99th Avenue Apartments Area Street Improvement Project No. 19- 18 in the amount of$ 28, 640. 70. H. 2020 Lake Improvement Program Cost- Sharing Expenditures Motion to approve the 2020 Lake Improvement Program and authorize cost- sharing expenditures in the amount of 43, 333. 67. 1. 2020 Trunk Sanitary CIPP Project 20- 05 Chani4e Order No. I Motion to approve 2020 Trunk Sanitary CIPP Project 20- 05 Change Order No. 1 modifying the scope of the project and resulting in a net change in the contract amount of($34, 541. 13). Motion to approve extended working hours between 6 pm and 6 am for the commercial areas included in the project scope. J. Utility Service Agreement with Citv of Corcoran Motion to approve Utility Service Agreement with the City of Corcoran to allow a resident of Corcoran to connect to Maple Grove water and sewer. K. Southwest Crossroads Third Addition Ap_prove Developers Agreement Motion to approve Developers Agreement for Southwest Crossroads Third Addition Area Street and Utility Project No. 19- 12 subject to final review by the City Attorney and Director of Public Works. L. Sureties Motion to approve the surety actions as identified on the Council Action Form. Maple Grove City Council Minutes April 20, 2020 Page 4 CLAIMS M. Motion to approve the claims as listed: City Checks: $ 826, 150. 39 Purchasing Card: $ 27, 855. 53 Electronic Payments: $ 0 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 Pulled from the Agenda Special Business Open Forum There were no open forum issues brought before the Council at this meeting. Update from Fire Chief Bush provided the Council with an update on the Tim Bush, city' s response to COVID- 19. He explained it has been 38 days Fire Chief/ since President Trump declared a national emergency and Governor Walz declared a state emergency. He reported the Emergency Governor has enacted 40 emergency orders since the COVID- 19 Management outbreak. He indicated the Maple Grove Emergency Director Management team has been active in monitoring the spread of regarding the COVID- 19 in Minnesota and Hennepin County. He recognized City' s the efforts of Police Captain Keith Terlinden and Deputy Fire Chief Kurt Kramer. He reported each Maple Grove Police COVID- 19 Officer had been issued a full- face respirator in lieu of the Response difficult to source N95 mask. He described how he was working with Hennepin County Emergency Management, North Memorial Ambulance, Minnesota Department of Public Safety, the Chiefs of Police and Fire Chiefs Associations. He Maple Grove City Council Minutes April 20, 2020 Page 5 commented the Minnesota Department of Health was the leading agency in tracking the spread of COVID- 19. He explained Minnesota has done a great job in flattening the curve. He stated under the current models 20, 000 Minnesotans would die from COVID- 19. He reported an alternate model projects a peak in the next 10 days with 1, 000 people dying. He commented the model projections can only be as good as the assumptions and data put into them. He indicated Governor Walz has extended the Stay at Home order to May 4th, but safe outdoor recreation was being allowed. He explained states were forming groups to address how to ease restrictions, reopening businesses while still protecting its most vulnerable citizens. He reported Governor Walz was encouraging Minnesotans to make cloth masks and noted there would be a one day only collection occurring at Maple Grove Fire Stations on Saturday, April 25th from 10: 00 a.m. to 2: 00 p.m. Councilmember Jaeger questioned how much longer residents would have to stay in their homes. Fire Chief Bush reported Minnesota' s Stay at Home order was through May 4th. He explained Minnesota has done a good job self-isolating. Mayor Steffenson thanked Fire Chief Bush and all of the city' s emergency personnel for their tremendous efforts on behalf of the community. City Staff City Administrator Nelson stated due to the COVID- 19 Pandemic, staff was unable to honor city retirees with a Retirement Recognitions celebration of service with their colleagues, family and friends in attendance. She took a moment to show her appreciation to Engineering Administrative Assistant Sue Rice, Fire Safety Specialist Steve Solomon, Community Center Maintenance Technician Dan Caron, and Community Center Operations Supervisor Frank Weber for their dedicated service and numerous contributions to the community. Parks and Recreation Director Stifter recognized Dan Caron for playing an integral role at the Community Center. He noted Dan Caron retired on March 31, 2020 and would be working part- time at the Community Center. Public Works Director/ City Engineer Ashfeld recognized Sue Rice for her 27 years of dedicated service to the Engineering Department. He wished Ms. Rice well in her retirement. Maple Grove City Council Minutes April 20, 2020 Page 6 Fire Chief Bush recognized Fire Safety Specialist Steve Solomon for his 35 years of dedicated service within the Maple Grove Fire Department. He discussed how Steve had advanced his career within the Fire Department and noted his last day with the department would be Friday, April 24tn Parks and Recreation Director Stifter recognized Frank Weber for his 23 years of dedicated service in the maintenance department at the Community Center. He noted Frank Weber was scheduled to retire on May 1, 2020. Councilmember Jaeger congratulated these four individuals for having a great career with the City of Maple Grove. Councilmember Leith thanked these four individuals for their dedicated service to the city. Councilmember Hanson thanked each of these employees for their service to the community and wished them well in their retirement. Councilmember Barnett thanked these employees for their tremendous service and apologized for not being able to celebrate their retirement with them. Mayor Steffenson thanked each of these individuals for being a great employee for the City of Maple Grove. He hoped the city would be able to celebrate with them in the coming months. 7: 30 p. m. Public Works Director/ City Engineer Ashfeld requested the Public Council approve the vacation of a drainage and utility easement and street easements within the Plats of Hidden Haven and Hearing Prominence Woods. He reviewed the location of the easements in further detail with the Council and recommended approval. Vacation of Drainage and Motion by Councilmember Jaeger, seconded by Mayor Utility Steffenson, to open the public hearing. Upon call of the Easement motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Resolution No. 20- 063 Mayor Steffenson opened the public hearing at 7: 53 p. m. and asked if anyone would like to address this issue. Jim Tiller, 6345 Ranier Lane N, stated he owned Lot 2, Block in Hidden Haven. He explained he and his wife supported the Maple Grove City Council Minutes April20, 2020 Page 7 proposed vacation. Motion by Councilmember Hanson, seconded by Councilmember Leith, to close the public hearing at 7: 55 p. m. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Motion by Councilmember Leith, seconded by Councilmember Jaeger, to approve adopting Resolution No. 20- 063 vacating certain drainage and utility easements and street easements within the Plats of Hidden Haven and Prominence Woods, Hennepin County, Minnesota. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Community Development Items Apex Facility Planning Manager Vickerman explained the city has been Solutions working with Apex Facility Solutions for over a year. He reported staff was authorized to enter into an agreement with Performance Apex to investigate energy efficiency improvements, solar Contract energy opportunities and deferred maintenance items. He stated staff was at the final stages of this project when the COVID- 19 outbreak occurred. He commented on the improvements being proposed, along with the street light proposal. The two solar energy systems were discussed along with the roof replacement needed at the Community Center. He described the rebates that were available to the city for the projects. Staff requested feedback from the Council on the scope of this project and direction on how to proceed. Councilmember Jaeger asked why these maintenance issues were not brought to the Council as they were needed, instead of as one large project. Planning Manager Vickerman stated a number of these items were addressing the city' s current systems and would make replacements that would bring about energy savings. Councilmember Jaeger questioned why maintenance items had been deferred to this moment in time. She indicated there was a downturn in the economy due to COVID- 19 and she did not believe now was the time to be spending this type of money. Maple Grove City Council Minutes April20, 2020 Page 8 She understood it would benefit the city to become more energy efficient but she questions if now was the time to move forward with this project. She suggested the project be pushed back one year. Councilmember Leith asked if the solar issue was before the Council because of the letter of intent that was previously signed. Planning Manager Vickerman reported this was the case and noted if the solar project were pushed off one year, the existing rebates and tax credits would be lost. He indicated those tax credits helped make the project financially possible. Councilmember Leith commented further on how the project would be financed. Planning Manager Vickerman discussed the options available for the solar project and how it would be financed. He explained one option would ensure the city did not have to put any dollars into the two solar installations. He discussed how the city would save money over the course of the project if it was done now versus later. Councilmember Leith discussed the street light options. He questioned what the average annual savings would be. Planning Manager Vickerman reported the projected savings within the staff report were for the first year. He noted savings would continue year after year as the price of electricity goes up. He reviewed a cash flow model that took into account the cost escalation. Councilmember Barnett clarified that the city was not borrowing money externally but rather would be borrowing internally. Planning Manager Vickerman reported this was the case. Councilmember Hanson stated happy the law she was enforcement air intake piece of equipment was being replaced, but asked if there were any other options given the expense of this unit. Planning Manager Vickerman explained given the location of the air intake the equipment had to be moved and replaced. For staff safety reasons, it was recommended this piece of equipment be replaced. Councilmember Hanson thanked staff for providing the Council with a detailed staff report. She commented on the street lighting options and indicated there was a minimal difference in the payback between the two options. Planning Manager Maple Grove City Council Minutes April 20, 2020 Page 9 Vickerman stated this was the case. Councilmember Jaeger reported she had the same problem with her air intake equipment and she had to clear it in the winter months. She asked if there was anything else the city could do to keep the law enforcement air intake unit clear. Planning Manager Vickerman discussed the cost of the air intake unit and explained it was his understanding there were no other options but to install a new unit. He indicated the drifting of snow on the roof was the major problem. Ellie Gilliam, Apex Facility Solutions, commented on how the air intake unit freezes in the winter months which meant the shooting range was not getting fresh air. She reported this was a massive unit because of the size of the gun range. She described how the new unit would heat the air prior to being brought into the site in order to eliminate the unit freezing up. Councilmember Leith questioned if the ballfield lighting upgrades at the Maple Grove Middle School would be funded by the school district or the city. Parks and Recreation Director Stifter discussed the joint powers agreement that was in place and noted these recreation facilities are serving a city need and therefore the city was responsible for the lighting cost. Councilmember Leith requested further comment on the Community Center roof replacement. Parks and Recreation Director Stifter reported the proposed roof replacement was for a specific portion of the roof on the Community Center over the premier ice rink that would not be impacted by the future potential remodel/ expansion project. Mayor Steffenson questioned how the Council wanted to proceed with this project. Councilmember Jaeger questioned where the city would be getting the solar panels from. Greg Ackerson, Apex Facility Solutions, reported there were a few vendors making solar panels in the United States. He stated he would be looking for a Tier 1 panel and anticipated those would be made in Europe or China. Mayor Steffenson stated there were several items in the project that simply had to be done. He explained the Council had agreed to the solar installation last year. He commented further Maple Grove City Council Minutes April20, 2020 Page 10 on the return on investment for the solar systems. He supported completing the deferred maintenance items given the fact the city would have to complete the work at some point in time and could use capital funds that were in place to cover the expense. He stated he supported the max street light proposal going forward. Councilmember Leith agreed with the Mayor' s comments. He noted the solar project was agreed upon last year. He indicated the deferred maintenance issues had to be addressed because they were becoming a safety issue. He explained he could go either way on the street light issue. Councilmember Hanson stated she was in favor of the city moving forward with all of the projects as proposed by staff. She noted she supported the max street lighting project. Councilmember Barnett concurred with this recommendation. She feared if the city waited longer on the deferred maintenance issues that the city would end up spending even more dollars. In addition, she wanted to see the solar projects moving forward to ensure the city secured the tax rebates and credits. Motion by Councilmember Barnett, seconded by Councilmember Hanson, to approve executing a Guaranteed Energy Savings Agreement with Apex Facility Solutions subject to the review and approval of the City Attorney. Councilmember Jaeger stated she would not be able to support this project and recommended the project be delayed for one year. She encouraged the city to pursue solar panels from the United States. Upon call of the motion by Mayor Steffenson, there were four ayes and one nay ( Councilmember Jaeger). Motion carried. Potential Community and Economic Development Director Hogeboom Restriction for explained the City has been talking for some time about the New number of apartment units being constructed in the past five to eight years. He reported a lot of apartment units have been Apartment added to the region. He stated at the Council' s Strategic Developments Retreat Council had discussed Planning the placing a moratorium on new apartment developments for one year. He Maple Grove City Council Minutes April 20, 2020 Page I explained the city had the authority to put a moratorium in place and during the moratorium would have to study the saturation point of the housing market. He stated the city currently had 4, 000 apartment units. He requested the Council discuss this topic and provide staff with direction on how to proceed. Councilmember Leith thanked staff for the thorough report and requested further comment on the projects that were in the process of being considered by the city. Community and Economic Development Director Hogeboom discussed the projects that were in the pipeline and noted they could be subject to the moratorium. Councilmember Leith supported the city putting a moratorium on new apartment developments in place. Councilmember Hanson agreed stating she would like the Council to explore a moratorium. Councilmember Jaeger agreed this was a good option for the City Council to explore. The consensus of the Council was to direct staff to move forward with drafting an interim ordinance regarding new apartment complexes. Report On Community and Economic Development Director Hogeboom Upcoming updated the Council regarding the following: Community It was noted the Planning Commission would be discussing and Economic an Arbor Lakes senior living project, along with a continued Development public hearing to discuss how the city addresses zoning Items petitions at their April 27th meeting. Staff reported all Arbor Day events for the city had been canceled. The Arbor Committee would be working to reschedule events to later this year. Staff commented the tree sale was ongoing and trees could be picked up in May. Staff discussed the positive interest from local and national retailers the city has had for its open retail spaces. Report on Director of Public Works/ City Engineer Ashfeld updated the Council regarding the following: Upcoming Engineering Maple Grove City Council Minutes April20, 2020 Page 12 Items City Street reconstruction projects would begin this week. The I- 94 project was underway from Fish Lake Road to Rogers. It was noted this was a two year project. Due to social distancing guidelines the city has canceled the springtime cleanup curbside pickup scheduled for May 11 th He noted residents could still drop off items at the Public Works site on May 16tn The yard waste site opened on April 13th and has modified operations. The recycling center was open Wednesday, Friday and Saturday. Heidi Nelson, Ms. Nelson explained that the Council has her Monday report if there are any questions. She reported the Age Friendly City Administrator Minnesota group would be participating in a virtual meeting on Wednesday, April 22° d Adjourn to Motion by Councilmember Barnett, seconded by Mayor EDA Meeting Steffenson, to convene the EDA meeting. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Mayor Steffenson adjourned the City Council meeting to the EDA Meeting at 8: 50 p. m. Reconvene to Motion by Mayor Steffenson, seconded by Councilmember Regular Jaeger, to reconvene to the regular City Council meeting. Upon call of the motion by Mayor Steffenson, there were Meeting five ayes and no nays. Motion carried. Mayor Steffenson reconvened the regular City Council meeting at 9: 22 p.m. Items Added Councilmember Jaeger stated she attended the Farmer' s Market. She thanked staff and the vendors for all of their efforts to make to the Agenda the new design work. She indicated the vendors were very appreciative of the City Council for allowing the Farmer' s Market to continue. She reviewed the vendors that were open at this time. She reported the next Farmer' s Market would be held on Thursday, April 30th Maple Grove City Council Minutes April 20, 2020 Page 13 Councilmember Jaeger stated the Better Business Bureau was asking seniors in the community to be cautious about scams that were taking place during the COVID- 19 crisis. She encouraged seniors to not give out any information over the phone. Councilmember Jaeger thanked the City Council and all staff members for their tremendous efforts during the COVID- 19 crisis. She encouraged residents to reach out to others during this time of stress. Adjournment Motion by Councilmember Jaeger, seconded by Councilmember Barnett, to adjourn to the regular City Council meeting on May 4, 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 9: 26 p.m. by Mayor Steffenson. Respectfully submitted, i i Heidi Nelson City Administrator