City Council

Maple Grove City Council Meeting Meeting Minutes January 4, 2021 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 January 4, 2021 at the Maple Grove Government Center/Public Safety Facility, Hennepin County, Minnesota and online via WebEx. 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; Tim Bush, Fire Chief; 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. Oath of Office Mayor Steffenson administered the Oath of Office to Councilmember Barnett and Councilmember Hanson. Invocation Pastor Mark Donaldson with the Elm Creek Community Church provided the City Council with an invocation. He thanked the Pastor Mark Council for the privilege to speak this evening. He discussed Donaldson how difficult 2020 was for everyone in Maple Grove. He stated from Elm he appreciated the leadership and guidance the City Council provided to the community. He then prayed over the community Creek and asked for peace, patience, strength, wisdom and courage for Community the coming year. Church Presentation The Presentation of Colors was canceled due to COVID- 19. of Colors Comments by Mayor Steffenson thanked the citizens of Maple Grove for working through a very difficult He discussed the the Mayor and year. challenges the city faced in 2020 and stated he appreciated how City Council well the had risen to meet the challenges. He community on the " State explained the finances of the city were tested by COVID, but of the City" the city remained strong. He was proud of the loan assistance Maple Grove City Council Minutes January 4, 2021 Page 2 program the city had created to assist local businesses. He indicated he was very proud of the low tax increase that had been approved for 2021. He welcomed the new businesses that had moved into the community in 2020 and discussed the expansion that would occur around the hospital. He stated he was looking forward to 2021 and reported the Council would continue to work diligently for the taxpayers by spending tax dollars wisely. He understood residents and local businesses were facing challenges at this time. It was his hope the community could successfully move through COVID and life could get back to normal in 2021. Councilmember Jaeger reported 2020 came in with a bang but the world came to a standstill by a pandemic in March. She commented on how businesses, retail, restaurants, and churches had been impacted by closures and mask mandates. She stated it was now 2021 and a partial shutdown was still in place. She discussed the new normal that had been reached as more and more members of the community work from home, make purchases online and support local restaurants through take- out. She discussed the developments and expansions that would occur in 2021. She explained she appreciated all of the efforts of the police, park and recreation, and street crews. She fire, thanked city staff for working so diligently on behalf of the entire community throughout the pandemic. She congratulated Councilmember Hanson and Councilmember Barnett on their reelection. She wished everyone a Happy New Year. Councilmember Leith thanked the residents for making Maple Grove a great He thanked staff for their timely and city. professional responses over the past year. He indicated 2020 was a tough year and he appreciated all of staff s efforts. He discussed all of the community events that were lost in 2020. He stated he was proud of the COVID relief loan program that was created to assist local businesses. He commented on the development that occurred in 2020 despite COVID. He explained he was looking forward to 2021 and hoped TH610 would be finished in his lifetime. He stated it would be exciting to watch the construction for the expansion of the North Metro Range. He indicated he was looking forward to watching the progress on the Gleason ballfields. He reported the finances of the city remained strong and he stated the City Council would continue to work diligently for the community. Maple Grove City Council Minutes January 4, 2021 Page 3 Councilmember Hanson stated as 2020 is left behind the city has many positive things to look forward to in 2021. She reported the city' s budget is stable and she was looking forward to updates to Main Street and the Community Center. In addition, the improvements to the Gleason Fields would be a huge community She thanked police and fire for asset. responding with professionalism and compassion in a year of unprecedented and serious incidents. She thanked the Community Development team for finding creative ways to help local businesses through the trying times and for finding ways to beautify the city, which gave her hope. She thanked the Parks and Recreation team who worked hard to find creative solutions to keep residents engaged in 2020. She thanked the IT department for keeping the City Council and staff connected and able to hold meetings throughout the pandemic. She thanked the City Clerk, her staff and all of the election judges for working tirelessly to provide a seamless election season. She thanked the City Administrator and remaining city staff for all of their hard work in the past year. Councilmember Barnett stated she was proud of how the community came together and supported each other in the past year. She saw this in several ways, which included the peaceful rally held by students in June after the death of George Floyd and again when overdose awareness day was declared. She appreciated the support the community provided after the passing of Fire Captain Mike Paidar. She thanked the community for supporting each other through a very difficult year. She thanked CROSS, the Lions, and the Rotary Club for supporting the community. She thanked staff and especially the Parks Department for making 2020 easier on the public. She appreciated the quality programming that was put in place to meet the governor' s mandates. She thanked the IT Department for their tremendous efforts during the pandemic. She commended City Clerk Died and staff for running a smooth election. She appreciated the Economic Development team that assisted in providing 60 loans to local businesses. She thanked all first responders for showing up and doing their job every day. She thanked all city staff members for their tremendous efforts on behalf of the community and thanked her fellow Councilmembers for their support. She stated she was looking forward to 2021. Maple Grove City Council Minutes January 4, 2021 Page 4 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 Consent Agenda 3K. FROMDECEMBER S, 2016 MEETING Item Removed from the Consent Agenda for Discussion 3F. Authorize Staff to Submit Compensation Limit Increase Request Form to State of MN MMB 3M. Contribution to Arts Center Consent Items The following Consent Items were presented for Council' s approval: MINUTES A. Work Session — December 21, 2020 B. Regular Meeting — December 21, 2020 PERSONNEL ITEMS C. Police Officer Appointment Motion to approve the hiring of Robert Johnson to the position of Police Officer (2021 Contract Wage Schedule; starting salary step of $60, 831. 68 annually), effective February 1, 2021, subject to a 12- month probationary period. All required screenings and background checks have been successfully completed. D. Police Officer Appointment Motion to approve the hiring of Alex Maleski to the position of Maple Grove City Council Minutes January 4, 2021 Page S Police Officer ( 2021 Contract Wage Schedule; starting salary step of $60, 831. 68 annually), effective February 1, 2021, subject to a 12- month probationary period. All required screenings and background checks have been successfully completed. E. Recruitment Approval for Record Management Technician Motion to authorize staff to begin the recruitment process for the vacant position of Record Management Technician in the Police due to the resignation of Elisa Nordby, Department, which was accepted effective as of Friday, January 1, 2021. F. Authorize Staff to Submit Compensation Limit Increase Request Form to State of MN MMB This item was removed by Councilmember Jaeger for discussion. G. Approve Temporary COVID- 19 Paid Leave Policy Motion to approve a temporary policy that allows for up to 2 weeks of paid leave for eligible employees for COVID- 19 related reasons, retroactively effective 1/ 1/ 2021. COMMUNITY & ECONOMIC DEVELOPMENT ITEMS H. Hy- Vee Fast and Fresh PUD Non -Residential Concept Stage Plan Amendment, Development Stage Plan and Final Plat - Resolution No. 21- 003 Motion to adopt Resolution No. 21- 003 the Hy- Vee Fast and Fresh PUD non-residential concept stage plan amendment, development stage plan, final plat and planned unit development agreement subject to the final review and approval of the City Attorney and the Director of Community & Economic Development. I. Transfer of Community - Wide SAC Responsibility to the EDA - Resolution No. 21- 004 Motion to approve Resolution No. 21- 004 approving the transfer of responsibility for management of sewer availability charge ( SAC) community - wide credits to the Economic Development Authority. Maple Grove City Council Minutes January 4, 2021 Page 6 J. The Ridge at Elm Creek 2nd Addition Final Plat - Resolution No. 21- 002 Motion to adopt Resolution No. 21- 002 approving The Ridge at Elm Creek 2nd Addition final plat. ENGINEERING ITEMS K. Territorial Greens Project No. 2019- 08 Change Order No. 1 Motion to approve Change Order No. 1 to The Territorial Greens Project No. 2019- 08 in the amount of $42, 020. 33. L. Sureties Motion to approve the surety actions as identified on the Council Action Form. ADMINISTRATIVE ITEMS M. Contribution to Arts Center This item was removed by Councilmember Barnett for discussion. N. Appointment of City Attorney and Prosecuting Attorney Motion to appoint Mr. Justin Templin, of the firm Hoff Barry P. A. as City Attorney effective January 1, 2021. Motion to appoint Mr. Steven Tallen, of the firm Tallen and Baertschi, as City Prosecuting Attorney effective January 1, 2021. O. City Council Liaison Appointments Motion to appoint Councilmembers to the positions below: 1. Liaison to Planning Commission — Councilmember Jaeger 2. Liaison to Park Board — Councilmember Leith Maple Grove City Council Minutes January 4, 2021 Page 7 3. Liaison to CAC — Councilmember Barnett 4. Liaison to Lake Quality Commission — Councilmember Jaeger 5. Liaison to Arbor Committee — Councilmember Hanson 6. Liaison to Community Center Owners' Team — Mayor Steffenson and Councilmember Leith P. Official Newspaper Designation Motion to designate the Osseo/ Maple Grove Press as the official City newspaper for 2021. Q. Designating Council Secretary Staff recommends: 1. Adoption of Resolution No. 21- 001 Designating Minute Maker Secretarial, Inc. as Council Secretary for 2021. 2. Approve Addendum to Recording Secretary Service Agreement. R. Reappointments to City Boards and Commissions Motion to approve the following reappointments to the City Boards and Commissions: Board/ Committee/ Member New Term Commission Expiration Arbor Committee Frank Kampel December 31, 2023 one vacancy) Donald Varney December 31, 2023 Citizens Advisory Lorraine December 31, 2022 Committee Gresser several vacancies Robert Joiner December 31, 2022 remain) Harry Kennedy December 31, 2022 Ted Lyons December 31, 2022 Steven Maas December 31, 2022 Lee Newman December 31, 2022 Maple Grove City Council Minutes January 4, 2021 Page 8 Lake Quality George December 31, 2023 Commission Schneider several vacancies) Ben Zaker December 31, 2023 Park Board John Ferm December 31, 2023 Bill Lewis December 31, 2023 Planning Chris Ayika December 31, 2022 Commission one vacancy) Chuck Lenthe December 31, 2022 Susan December 31, 2022 Lindeman Joseph Piket December 31, 2022 Transit Commission Yolanda December 31, 2022 Brantley several vacancies Claudia Hames December 31, 2022 remain) Newman Matt Nelson December 31, 2022 Mary Leukam December3l, 2022 S. Designation of Official Depositories Motion to authorize the Finance Director to designate depositories and make investments, as authorized by Minnesota Statute 118A. 01 to 118A. 06. The following will be the designations of official depositories for City Funds. Checking Accounts for City, Payroll, Utility Billing, Credit Cards, Woodland Mounds, Park Board, and Sunshine Fund — U. S. Bank Purchasing Card — U. S. Bank Credit Card Processing — Chase Paymentech, Invoice Cloud ( Utility Billing, Building), Card Connect ( Park & Rec) Investments — U. S. Bank, Wells Fargo, RBC Capital Markets, Nuveen Asset Management, Galliard Capital Management, and Pavilion Advisory Group T. Consideration to Not Waive the Monetary Limits on Municipal Tort Liability Coverage Motion to not waive the monetary limits on municipal tort Maple Grove City Council Minutes January 4, 2021 Page 9 liability established by Minnesota Statutes 466.04. U. Designation of Electronic Transaction Policy Motion to authorize the Finance Director and other finance staff to make electronic funds transfers as designated in the city' s Electronic Transaction Policy in accordance with Minnesota Statute 471. 383. CLAIMS V. Motion to approve the claims as listed: City Checks: $ 4, 014, 692. 97 Purchasing Card: $ 46, 644. 70 Electronic Payments: $ 5, 360. 10 Motion by Councilmember Leith, seconded by Councilmember Hanson, to approve the Consent Items as amended, removing item 3F ( Authorize Staff to Submit Compensation Limit Increase Request Form to State of MN MMB) and 3M ( Contribution to Arts Center). Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Consideration The following items were pulled from the Consent Agenda. of Items Regarding Item 3F ( Authorize Staff to Submit Compensation Pulled from Limit Increase Request Form to State of MN MMB), the Agenda Councilmember Jaeger stated she would like to discuss this item further prior to the compensation limit increase being approved. Councilmember Barnett disagreed stating she would like to see the compensation limit increase approved. She believed it was beyond fair forCity Administrator. the She discussed the comparable cities that have this waiver in place and explained Maple Grove was the only city to not have this waiver in place. Mayor Steffenson stated he believed the waiver would make the city competitive with neighboring communities. He explained he was unaware that neighboring communities had this waiver in place. He stated in order to remain competitive the waiver Maple Grove City Council Minutes January 4, 2021 Page 10 should be in place and he supported the waiver moving forward. Councilmember Hanson asked what the timing would be for this waiver. Mayor Steffenson discussed how the waiver had to be approved by the legislature. HR Director Thul commented on the administrative process that had to be followed by the Minnesota Management and Budget Office in order to approve the waiver. Councilmember Leith reported this waiver would apply to all director positions and applying for the waiver gave the city an advantage or opportunity in order to be more competitive. He stated he supported the waiver moving forward. Mayor Steffenson explained the city has lost several staff members recently to other cities and this was due to pay discrepancies. He stated this was a concern to him because he did not want to lose good staff members. Councilmember Hanson commented she would support the waiver moving forward at this time. Motion by Mayor Steffenson, seconded by Councilmember Barnett, to authorize staff to submit a Compensation Limit Increase Request Form to the State of Minnesota. Upon call of the motion by Mayor Steffenson, there were four ayes and one nay ( Jaeger opposed). Motion carried. Regarding Item 3M ( Contribution to Arts Center), Councilmember Barnett stated she opposed this contribution. She indicated this donation originated as a one time deal that has become a yearly request. She explained the Council has yet to determine what would happen with the art center. She indicated the art center was not open at this time and the city was not aware when the art center would reopen. She discussed how she would like to see donations made to non -profits through an RFP process. She reported she would like to know more about the leadership change at the art center and noted she opposed this donation. Councilmember Hanson stated she understood where Councilmember Barnett was coming from. However, she anticipated the art center had utility expenses. She suggested this matter be tabled to better understand how the $ 2, 000 would Maple Grove City Council Minutes January 4, 2021 Page 11 be spent by the art center. Councilmember Leith supported the item be tabled in order for the Council to be provided more information. Motion by Councilmember Hanson, seconded by Councilmember Leith, to table action on the $ 2, 000 donation for the Maple Grove Arts Center to a future worksession meeting. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Regarding Item 3K from December 5, 2016 ( Maple Grove City Code 2- 53 Acting Mayor), Councilmember Barnett stated at the December 5, 2016 meeting the Council motioned to have the Acting Mayor for 2017 be Councilmember Hanson and in 2018 the Acting Mayor was to be Councilmember Elect Barnett. She reported Councilmember Leith tabled action on this item to allow Councilmember Barnett to participate in the conversation. It was then decided that Councilmember Hanson and Councilmember Barnett were too young and new to assume this responsibility. She stated she would like this topic revisited after being reelected to the City Council. She explained she wanted all Councilmembers to be allowed the opportunity to have a leadership role and to grow as Councilmembers. She proposed the Acting Mayor position rotate and that Councilmember Leith serve as the Acting Mayor in 2021, Councilmember Hanson serve in 2022 and Councilmember Barnett serve in 2023. Mayor Steffenson questioned how this item should proceed. City Attorney Templin recommended the Council take action on this item at the January 19, 2021 City Council meeting. Councilmember Jaeger stated this interesting was an conversation. She indicated the Council has gone over this many times and every couple of years a new plan is derived. She reported originally this position was meant to rotate and then it switched to something else, and then it was changed to seniority. She suggested the Council find a plan and stick with it. Councilmember Leith suggested this matter be placed on the next worksession agenda for further discussion. Councilmember Hanson concurred this should be further Maple Grove City Council Minutes January 4, 2021 Page 12 discussed at a future worksession meeting. Special Business Open Forum Mayor Steffenson reported he received an email from Mary and Verna Hillstrom at 13837 Sheffield Lane North expressing concerns with the number of coyotes roaming the City of Maple Grove. The Hillstrom' s were concerned about the potential harm these coyotes could be to domestic pets. He asked staff to address this item. Councilmember Leith reported he had received several calls regarding this same matter. He stated he looked forward to hearing recommendations from staff on how to address this concern. Further discussion ensued on how the DNR has managed the excess deer in the city. Update on Fire Chief/Emergency Management Director Bush provided the COVID- 19 Council with an update on the city' s response to COVID- 19. He Response reported the State of Minnesota saw large numbers of positive tests for COVID and an increase in fatalities through the holidays. He stated in the past couple of weeks, the State of Minnesota has seen the arrival of the Pfizer vaccine. This vaccine has been given to nurses and those working in healthcare settings. He noted the Moderna vaccine arrived in Minnesota last week and was being given to emergency medical responders, including police and fire fighters. He commented on the tiered approach that would be used for vaccines due to the fact supply was limited. He reviewed the number of COVID cases that have occurred in Maple Grove and Hennepin County. He reported Hennepin County has seen a dramatic downturn in COVID cases in recent weeks. He discussed how dangerous this virus was to the elderly with underlying health conditions. He noted Governor Walz has attempted to adjust his orders in order to protect the most vulnerable. Fire Chief Bush introduced Fire Prevention Specialist/ Fire Swearing - In Of Paid -On- Inspector Jeremy Berger to the City Council. He discussed the inspection work Fire Prevention Specialist/ Fire Inspector Berger Call would complete on behalf of the community. Firefighters Completing Mayor Steffenson administered the Oath of Office to Fire Probation and Prevention Specialist/ Fire Inspector Berger and welcomed him Maple Grove City Council Minutes January 4, 2021 Page 13 Fire to the City of Maple Grove. A round of applause was offered by all in attendance. Prevention Specialist/ Fire Fire Chief Bush introduced the six new paid -on -call firefighters Inspector to the City Council. He discussed how the combination of staff members within the department assisted in keeping the Maple Grove Fire Department operational. He then described the training that was completed by all paid -on -call firefighters and congratulated the firefighters for earning their station helmet. Mayor Steffenson administered the Oath of Office to paid -on - call firefighters Jeff Claseman, Jason Grenz, Jay Lamsal, Chris Somero, Vic Strecher and Tomas Stubbe. A round of applause was offered by all in attendance. Appointments City Administrator Nelson requested the Council approve to Various appointments to various organizations and positions. Organizations Motion by Mayor Steffenson, seconded by Councilmember and Positions Jaeger, to approve appointing representatives as shown below to the following organizations and positions: 1. League of Minnesota Cities Delegate - Mayor Steffenson Alternate — Heidi Nelson 2. Northwest Suburbs Cable Communications Commission Representatives — Councilmember Phil Leith and Al Madsen 3. Northwest Community Television Board of Directors Representatives — Councilmember Phil Leith and Al Madsen 4. Maple Grove Tree Inspector Joe Bennett, Street Supervisor 5. Maple Grove Weed Inspector Mayor Steffenson 6. Maple Grove Assistant Weed Inspector Joe Bennett, Street Supervisor Maple Grove City Council Minutes January 4, 2021 Page 14 7. Suburban Transit Association Delegate — Mike Opatz Alternate —Kristy Barnett S. Elm Creek Watershed Management Commission Commissioner - Maple Grove Resident - Joe Trainor Alternate —Dan Riggs Technical Advisor — Public Works Director/ City Engineer Ken Ashfeld Water Resources Engineer Derek Asche 9. Municipal Legislative Commission Delegate — Mayor Steffenson Delegate - City Administrator Heidi Nelson 10. Minneapolis Northwest Tourism Delegate - Mayor Steffenson Alternate — Community and Economic Development Director Joe Hogeboom 11. West Mississippi and Shingle Creek Watershed Management Commission Commissioner — Councilmember Karen Jaeger Alternate Commissioner — Terry Muller Technical Advisor — Ken Ashfeld/ Derek Asche 12. Maple Grove Firefighters Relief Association Representatives — Mayor Steffenson and Finance Director Greg Sticha 13. Policy Advisory Committee for Dayton River Crossing Study Representative - Councilmember Judy Hanson 14. Bottineau Light Rail Transit Corridor Management Committee Representatives — Mayor Steffenson & Transit Administrator Mike Opatz. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Community Development Items Maple Grove City Council Minutes January 4, 2021 Page 15 Report On Community and Economic Development Director Hogeboom Upcoming updated the Council regarding the following: Community • The Planning Commission would meet next on Monday, and Economic January 11 at 7: 00 p. m. The Commission would be Development reviewing an addition to Rice Lake Elementary School. Items The Planning Commission would meet again on Monday, January 25 at 7: 00 p.m. where they would be reviewing the Edgewater Final PUD and a Concept PUD for Phase 2 of the Duke Development. The city was seeking volunteers for several of its boards and commissions and applications would be accepted through January 27, 2021. Report on Director of Public Works/City Engineer Ashfeld updated the Council regarding the following: Upcoming Engineering • The closing for a piece of property within the wetland bank occurred last week. Items Work continues on the environmental assessment for the TH610 extension out to County Road 30. Heidi Nelson, Ms. Nelson explained that the Council has her Monday report if City there are any questions. She reported the legislative session would begin on January 5, 2021.She indicated the City Council Administrator would be holding a worksession meeting on Tuesday, January 19, 2021 to discuss body cameras, review of Main Street design study, non- profit organization contributions, and the Acting Mayor designation. Adjourn to Mayor Steffenson adjourned the City Council meeting to the EDA EDA Meeting at 8: 44 p. m. Meeting Reconvene to Mayor Steffenson reconvened the regular City Council meeting Regular at 8: 49 p. m. Meeting Items Added Councilmember Barnett commented on a message left on the to the Agenda Next Door app stating a woman in Maple Grove wanted to thank the community and the City of Maple Grove Police Department for helping her get out after being stuck along Maple Grove City Council Minutes January 4, 2021 Page 16 Weaver Lake Road during the recent storm. She thanked the Maple Grove Police Department for all of the assistance they provide to the community. Councilmember Jaeger stated she watched the swearing in ceremony for the four new Hennepin County Commissioners, including Kevin Anderson. Councilmember Jaeger reported the farmers market was now closed and would reopen in the spring. Councilmember Jaeger encouraged residents to get out and skate, noting a reservation was required. Councilmember Jaeger indicated Elm Creek Park required a reservation along with the Maple Grove Dome. Councilmember Hanson stated a resident reached out to her with a special thanks for the Parks Department for clearing the trail around Rice Lake. Adjournment Motion by Councilmember Jaeger, byseconded Councilmember Hanson, to adjourn to the regular City Council meeting on January 19, 2021 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: 52 p. m. by Mayor Steffenson. Respectfully submitted, Heidi Nelson City Administrator