City Council

Maple Grove City Council Meeting minutes February 20, 2024 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 February 20, 2024 at the Maple Grove Government Center/Public Safety Facility, Hennepin County, Minnesota. Members present were Mayor Mark Steffenson and Councilmembers Judy Hanson, Kristy Barnett, Kristy Janigo, and Rachelle Johnson. Absent was none. Present also were Heidi Nelson, City Administrator; Joe Hogeboom, Community and Economic Development Director; Chris Labounty, Public Works Director/City Engineer; Parks and Recreation Director Chuck Stifter; 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 deletions to the consent agenda to which Heidi Nelson stated 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 February 20, 2024 Page 2 MINUTES A. Regular meeting – February 5, 2024 B. Work session meeting – February 5, 2024 C. Council PUPS facility tour meeting – February 5, 2024 D. Joint Council/Park Board meeting – February 1, 2024 E. Council/Staff strategic planning session meeting – January 27, 2024 HUMAN RESOURCES ITEMS F. Appointment of crime analyst Motion to approve the hiring of Derek Johnson to the crime analyst position, subject to a 12- month probationary period. All pre-employment requirements have been successfully completed. COMMUNITY & ECONOMIC DEVELOPMENT ITEMS G. Rush Creek Hollow final plat Motion to recommend that the City Council direct the City Attorney to draft a resolution approving Rush Creek Hollow final plat. H. Rush Hollow Third Addition final plat - Resolution No. 24- 032 Motion to adopt Resolution No. 24-032 approving Rush Hollow Third Addition final plat. ENGINEERING ITEMS I. 2024 asphalt plant and gravel mining permits Motion to approve annual asphalt plant permits and gravel mining permits for 2024 for C.S. McCrossan Construction, Inc. and for Martin Marietta Materials, Inc. (formerly Tiller Corporation). Maple Grove City Council Minutes February 20, 2024 Page 3 J. 2024 Sanitary Sewer Manhole Rehabilitation Project No. 24-09 Motion to adopt Resolution No. 24-031 establishing 2024 Sanitary Sewer Manhole Rehabilitation Project No. 24-09 and authorizing engineering consultant Stantec to prepare plans and specifications. K. MCES 2023 municipal I/I grant program Resolution No. 24- 027 Motion to adopt Resolution No. 24-027 authorizing city participation in the MCES 2023 municipal I/I grant program. L. Norsq Maple Grove Project No. 23-22 authorize ad for bids Resolution No. 24-029 Motion to adopt Resolution No. 24-029 approving plans and specifications for Norsq Maple Grove Project No. 23-22 and authorizing advertisement for bids. M. Sureties - 02-20-24 Motion to approve the surety actions. ADMINISTRATIVE ITEMS N. 2024 Fee Schedule amendment - Ordinance No. 24-01 Motion to approve Ordinance No. 24-01 amending the 2024 Fee Schedule. Motion to authorize the publication of the Ordinance Summary of Ordinance No. 24-01. O. Annual toughbook replacements Motion to approve the replacement of 20 Panasonic Toughbooks. The replacement of these Toughbooks is per the city’s standard computer replacement schedule. The computers replaced are used in Police, Fire, and Public Works Maple Grove City Council Minutes February 20, 2024 Page 4 departments. The total cost of replacement will be $56,880.00 to be purchased from the Data Processing Replacement Fund. P. Ladder 21 replacement Motion to authorize purchase of one (1) aerial ladder truck using Sourcewell purchasing consortium from MacQueen Equipment, LLC in St. Paul, MN at a cost of $2,025,114. Q. Premises permit application for a pull tabs, bingo, and paddlewheel operation at Broadway Bar and Pizza and BroadAxe - Resolution No. 24-030 Motion to adopt Resolution No. 24-030 approving a premises permit application for Northwest Area Jaycees to conduct a pull tabs, bingo, and paddlewheel operation at Broadway Bar and Pizza and BroadAxe, 7890 Main Street, Maple Grove, MN 55369. R. Approve claims Motion to approve claims totaling $ 1,460,545.52. Motion by Councilmember Barnett, seconded by Councilmember Hanson, 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 of None items pulled from the agenda Special business Open forum There were no open forum issues brought before the Council at this meeting. Police officer Police Chief Werner introduced newly hired Police Officer oath of office Thomas Doebbert to the community and City Council. Mayor Steffenson administered the oath of office to Police Officer Doebbert and welcomed him to the Maple Grove Police Department. He stated he was thankful for each officer in Maple Grove City Council Minutes February 20, 2024 Page 5 Maple Grove and for their dedicated service to the community. Officer Doebbert’s badge was pinned on by his father and a round of applause was offered by all in attendance. Community and economic development items Report on Community and Economic Development Director Hogeboom upcoming updated the Council regarding the following: community and economic  The Planning Commission would meet next on Monday, development March 11. items Engineering- public works items Report on Public Works Director/City Engineer Labounty updated the upcoming Council regarding the following: engineering  Staff was pleased to report Fish Lake would be removed items from the impaired waters list later this year. Administration items Community Parks and Recreation Director Stifter requested the Council Center consider a two-part motion that would approve the renovation and Community Center renovation and expansion for the phase expansion – one arena design development and to authorize early phase one – solicitation of bids for long lead time items. He reported the arena design Council and Park Board last met in a joint work session on development February 1, 2024 when they reviewed the arena design development progress for the Community Center including some building design modifications and bid alternates to achieve the targeted budget of $110.6M. Over the past month the design team has worked to define and price specific modifications to the previously reviewed building in an effort to maintain the primary building program goals and to present a recommendation that meets the financial direction set by Council. Maple Grove City Council Minutes February 20, 2024 Page 6 Adam Barett, JLG Architects, provided the Council with a presentation on the design development process. He explained this project was at a design milestone and he was seeking Council approval. He reviewed the project schedule in further detail with the Council, noting the project would go out for bid in March for long lead items with the remainder of the project being bid in May with construction beginning in mid to late July. He described how the consulting team has been working on mechanical and electrical system plans. He discussed the materials that would be used on the exterior of the building and reviewed proposed elevations for the renovated and expanded Community Center. He thanked Stantec for developing an overall site plan with a circulation path through the site. A high-level review of the budget was provided and it was noted a number of bid alternates had been created for this project. The tax credits the City would receive on the geothermal system was discussed. He reported Phase 1 was now $39 million and Phase 2 went from $62 million to $58 million. He stated Phase 3 remains at $17 million. Alan Offerman, Stantec, reviewed the parking analysis with the Council including and excluding both Cub and Lifetime Fitness. He explained an original parking analysis was completed in 2020 and this information has been updated based on the current plans. He discussed how many spaces were currently onsite and described how ITE numbers were used to provide parking numbers for the expanded Community Center. He indicated the updated numbers were consistent with the master plan for the site. Councilmember Barnett questioned if these parking numbers have taken into consideration for an expanded ballroom. Mr. Offerman confirmed the numbers had taken into consideration the master plan. Councilmember Barnett explained she understood there was a desire to have the farmers market remain at the Community Center, however this would take up 108 parking spaces. She wondered if this decision should wait until a decision is made about Lifetime. She indicated the city would have other property available for the farmers market if Lifetime were Maple Grove City Council Minutes February 20, 2024 Page 7 purchased. She asked if staff had taken this into consideration. Parks and Recreation Director Stifter commented staff had taken this into consideration and was included on the west side in Phase 1. He reiterated that the parking projections only address site improvements based on square footage. Councilmember Barnett stated she understood this to be the case and explained she was struggling with the fact the Council was being asked to make a large investment in a piece of property for parking when there are other options the city could consider to maximize the space available surrounding Lifetime. She indicated there may be other options for the farmers market. She worried about putting these items in Phase 1 of the project when the city may have other options. Parks and Recreation Director Stifter stated these are all good points. He indicated staff was not asking the Council to commit to the Cub lot at this point. Rather, through improvements to the design and other cost saving measures, staff would show there were dollars available if the need arises. He explained with this project the city would have to assume some parking would be needed to satisfy the ITE in order to advance the project. This would mean parking would be needed on the Cub parking lot when the time arises. He noted his concern was if the addition were built and the city were short 130 stalls, the city has put itself in a very difficult position. Councilmember Barnett indicated the city was proposing to build the addition, but the city was not yet completing Phase 2. She questioned if the additional parking spaces would be needed right away. Parks and Recreation Director Stifter noted that operationally, the city was challenged occasionally for parking and after adding a third sheet of ice, parking concerns would remain. Mayor Steffenson reported the Council has spent a great deal of time working through the proposals for Phase 1 and Phase 2. He stated he supported moving these items forward and he understood there were some questions that would have to be dealt with regarding parking. He trusted that this would be dealt with before the city committed to any contracts. Motion by Mayor Steffenson, seconded by Councilmember Hanson, to approve the Community Center renovation and Maple Grove City Council Minutes February 20, 2024 Page 8 expansion, phase one arena design development and budget estimate, and to authorize early solicitation of bids for long lead time items with certain scopes of construction, and direct staff to proceed with construction documents. Councilmember Barnett stated regarding the Lions pavilion and park, the Lions have not made a commitment to donating any money. She supported the Council holding a discussion on how the city would pay for the rebuilding of those amenities. She understood the city had some playground funding, but she wanted to discuss this matter further. Parks and Recreation Director Stifter explained the Lions playground was slated for replacement and this has been put off because of this project, but the city had replacement dollars in place for the playground. Ken Kumpula, Maple Grove Lions, noted this was the Lions pavilion and the Lions paid for both the playground and the pavilion. He explained he would like to make a commitment as best he can, but due to charitable gambling proceeds, he can’t commit to anything at this time. Councilmember Johnson indicated the playground and Lions pavilion will be paid for but not from project funds. She noted different funds were set aside for the replacement of the Lions pavilion and playground. Mayor Steffenson reported this was the case for the playground, but noted the Lions pavilion still required funding. Parks and Recreation Director Stifter indicated the Lions do have some funding dedicated for the new pavilion and the city has other potential resources to cover the pavilion replacement. Councilmember Johnson asked how much it would cost to replace the pavilion. Parks and Recreation Director Stifter estimated it would cost $1.5 million to replace the playground and the pavilion. He anticipated the pavilion would cost $1 million to $1.2 million. He noted the city had $300,000 set aside in replacement funds for the playground and the city has $140,000 in donations for the new pavilion. Councilmember Janigo questioned if the Hennepin County Maple Grove City Council Minutes February 20, 2024 Page 9 Youth Sports Grant could be used for the playground and pavilion. Parks and Recreation Director Stifter stated this could potentially be used, but noted the city would have to make a request in order to see if this project would qualify. Councilmember Johnson inquired if the Council had to find dedicated funding for the Lions pavilion at this time. She believed the city owed the Lions to have a funding source in place through Phase 1, to replace the pavilion. She stated it did not feel right to ask the Lions to pay for the rebuilding of this structure. Councilmember Barnett agreed. She indicated this expense would not be incurred except for the fact the city was building a third sheet of ice. Mayor Steffenson explained the city would rebuild the Lions pavilion as part of Phase 1 or Phase 2 of this project. He stated the Council has yet to determine how this expense would be funded. He indicated the extra cost would be $1 million or $1.2 million. He commented on how important it was to get this project out for bid yet this spring in order for construction to begin in 2024, otherwise costs would continue to increase further. Councilmember Johnson agreed the project needed to be bid yet this spring. She explained she was trying to make a point that every portion of the project has a funding source except the replacement of the Lions pavilion. She agreed there was a commitment to replace the pavilion and understood the Council would now have to find a funding source for this portion of the project. Mayor Steffenson stated the Council was committing to the replacement of the pavilion but no contract was being agreed to at this time. City Administrator Nelson explained the funding for the pavilion would be policy decision for the Council. She reported after the project was bid and staff comes back with detailed numbers, the Council can discuss their options. Councilmember Janigo indicated she would be interested in seeing a list of the funding options that were available to the Maple Grove City Council Minutes February 20, 2024 Page 10 Council. She reported she would not want to see a drop in the public services that were available to the community. Mayor Steffenson explained the Council was committed to replacing the Lions pavilion and the funding mechanism would be determined by the Council between now and May. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Report on City Administrator Nelson explained that the Council has her upcoming Monday report if there are any questions. She reported the administration Presidential Nomination Primary would be held on Tuesday, items March 5 and noted early voting is currently available and extended hours of service would be available on March 2 and March 4. She indicated city staff has been monitoring what was occurring down at the legislature and would keep the Council apprised of anything that impacts the city. Items added to None the agenda Adjournment Motion by Councilmember Barnett, seconded by Councilmember Johnson, to adjourn to the regular City Council meeting on March 4, 2024 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 8:28 p.m. by Mayor Steffenson. Respectfully submitted, Heidi Nelson City Administrator