City Council

Maple Grove City Council Meeting Meeting minutes September 16, 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 September 16, 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; Peter Vickerman, Planning Manager; Chris LaBounty, Public Works and Engineering Director; 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 3D. Appointment of assistant fire chief of training 3G. Senior Community Services agreement Consent items The following consent items were presented for Council’s approval: Maple Grove City Council Minutes September 16, 2024 Page 2 MINUTES A. Regular meeting – September 3, 2024 B. Closed session meeting – September 5, 2024 HUMAN RESOURCES ITEMS C. Amendments to personnel policy manual Motion to approve an amendment to the personnel policy manual with an effective date of September 17, 2024 as follows: • Amend article 16- sick leave • Amend article 28- bereavement leave • Amend article 2- anti-discrimination, harassment, retaliation • Amend article 6- work hours and breaks • Amend article 36- drug and alcohol • Amend article 46- smoke free workplace • Amend article 23- pregnancy and parenting leave D. Appointment of assistant fire chief of training This item was removed by Councilmember Barnett for discussion. COMMUNITY & ECONOMIC DEVELOPMENT ITEMS E. Conservation Partners Legacy grant program - forest preservation areas funding Motion to direct the community and economic development director to apply for the Minnesota Department of Natural Resources (DNR) Conservation Partners Legacy grant program in the amount of $50,000 to provide certain benefits to the forest preservation areas. F. Norheim Maple Grove planned unit development concept stage plan amendment, development stage plan, and preliminary plat Maple Grove City Council Minutes September 16, 2024 Page 3 Motion to table the Norheim Maple Grove planned unit development concept stage plan amendment, development stage plan, and preliminary plat until Monday, October 7, 2024. G. Senior Community Services agreement This item was removed by Councilmember Johnson for discussion. ENGINEERING AND PUBLIC WORKS ITEMS H. Rice Lake internal loading study Approve scope of engineering services with WSB & Associates, Inc. for the Rice Lake internal loading study. I. Water Treatment Plant Biological Filtration Feasibility Study Project No. 23-08 Resolution No. 24-119 Motion to adopt Resolution No. 24-119 approving consultant WSB engineering proposal to complete Water Treatment Plant Biological Filtration Feasibility Study and authorizing its execution of acceptance by city officials. J. Weaver Lake Road Retaining Wall Project No. 19-09 Final acceptance Motion to approve the final acceptance of Weaver Lake Road Retaining Wall Project No. 19- 09 completed by Sunram Construction, Inc. subject to the warranty provisions of the contract and statutory law. K. Sureties - 09-16-24 Motion to approve the surety actions. ADMINISTRATIVE ITEMS L. Acting city administrator September 21-25, 2024 Motion to approve Community and Economic Development Director Joe Hogeboom as acting city administrator effective Maple Grove City Council Minutes September 16, 2024 Page 4 Saturday, September 21, through Wednesday, September 25, 2024. M. Annual network switch replacements Motion to approve the replacement of 9 Cisco network switches. Replacement of these items is per the city’s standard network hardware replacement schedule. The total cost of replacement will be $100,726.58 to be purchased from the Data Processing Replacement Fund. N. Authorization to seek request for proposal for towing, impounding, and storage of motor vehicles Motion to approve authorization to begin a request for proposal process for the towing, impounding, and storage of motor vehicles. O. Cancel current tax levies - Resolution No. 24-122 Motion to adopt resolution No. 24-122, a resolution canceling tax levies. P. Approve claims Motion to approve claims totaling $ 3,115,544.74. Motion by Councilmember Barnett, seconded by Councilmember Hanson, to approve the consent items as amended, removing items 3D (Appointment of assistant fire chief of training) and 3G (Senior Community Services agreement). Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Consideration of The following items were pulled from the consent agenda. items pulled from the agenda Regarding Item 3D (Appointment of assistant fire chief of training), Councilmember Barnett explained Chris Baker has over 20 years of experience working with the Maple Grove Fire Department with the last 13 years serving as a Fire Captain. She wished Mr. Baker all the best in his new position as Assistant Fire Chief of Training. Maple Grove City Council Minutes September 16, 2024 Page 5 Motion by Councilmember Barnett, seconded by Councilmember Janigo, to approve the promotion of Chris Baker for the assistant fire chief of training position in the fire department. Subject to the successful completion of all pre- employment requirements and a 12-month probationary period. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Regarding Item 3G (Senior Community Services agreement), Councilmember Johnson requested action on this item be tabled to a future work session meeting for more discussion due to funding changes from Hennepin County. She believed it would be wise to have a deeper conversation about the implications of these funding changes before making a decision on this request. Motion by Councilmember Johnson, seconded by Councilmember Barnett, to table action on this item to a future work session meeting. Councilmember Janigo stated Senior Community Services was a great organization that provided valuable services in this community, especially in the winter. She explained she supported funding this organization. Councilmember Hanson indicated she could support tabling action on this item in order to allow the Council more time to ask staff questions. Mayor Steffenson stated it appears the County was looking to take the city’s CDBG funds back and these were the funds the city has used in the past to fund this organization. City Administrator Nelson explained Hennepin County has provided directed funding for this organization and this funding has been reduced dramatically for other programs. Upon call of the motion by Mayor Steffenson, there were four ayes and one nay (Councilmember Janigo opposed). Motion carried. Special business Open forum There were no open forum issues brought before the Council Maple Grove City Council Minutes September 16, 2024 Page 6 at this meeting. Maple Grove Mayor Steffenson recognized the winning entries and Moments photographers selected in the 2024 Maple Grove Moments Photography Photography Contest. He thanked all of the residents and Contest judges that participated in this contest. A round of applause recognition was offered by all in attendance. Community and economic development items Minnesota Rural Planning Manager Vickerman stated the applicant is proposing Electric a freeway frontage development stage plan in order to replace Association the existing building, garage and parking area on site with a freeway frontage new two-story, 13,454 square foot building and parking lot. development The site is constrained by overhead power lines from the stage plan adjacent substation and is somewhat hidden from view due to grades and vegetation along the on-ramp from Hemlock Lane to I-94/694. The proposed building sits on the northern portion of the site (the only buildable area due to the power line easements), with the parking lot on the south and east sides of the site. The proposal meets all setback and parking requirements (57 stalls are provided whereas 44 are required by code). Architecturally the south and east sides are showing a combination of windows, EIFS, decorative metal, and Nichiha fiber cement panels. The north and west sides are proposed to be all EIFS of similar colors as the south and east sides. Staff commented on the proposal in further detail and reported the Planning Commission recommended approval. Mayor Steffenson invited the applicant to come forward. Darrick Moe, CEO at Minnesota Rural Electric Association, thanked the Council for considering his plan. He reported he was a resident of Maple Grove. He explained he looked forward to keeping his non-profit business in the community. Jennifer Kaeding, Kaeding Architecture, introduced herself to the Council and stated she was available for questions. Motion by Councilmember Janigo, seconded by Maple Grove City Council Minutes September 16, 2024 Page 7 Councilmember Barnett, to direct the city attorney to draft a resolution and a planned unit development agreement approving the Minnesota Rural Electric Association freeway frontage development stage plan subject to: 1. The applicant addressing to the satisfaction of the city any remaining applicable comments contained in the memorandums from: a. The Community and Economic Development Department dated September 4, 2024 b. The Engineering Department dated August 16, 2024 c. The Parks & Recreation Department dated August 16, 2024 The applicant shall acknowledge that park dedication requirements are based on staff review and recommendation to the Park and Recreation Board and 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 upcoming updated the Council regarding the following: community and economic  He thanked the City Council for attending the recent development opening of Memorial Blood Center on Main Street and for items celebrating the 45th Anniversary of Reflect Salon. He reported Grackle would be holding a soft opening next week.  The Planning Commission would be meeting next on Monday, October 14. Engineering- public works items Report on Public Works and Engineering Director LaBounty updated the upcoming Council regarding the following: engineering  The Maple Grove yard waste site would remain open items through November 30 and the hours were Monday through Maple Grove City Council Minutes September 16, 2024 Page 8 Saturday, 8 a.m. to 7 p.m. and Sunday, 11 a.m. to 7 p.m. Administration items Adopt 2025 Finance Director Sticha reviewed staff’s proposed 2025 preliminary preliminary budget and levy. During work sessions in August budget and levy and September, staff reviewed the proposed budget and levy in detail with the City Council. There have been no Resolution No. modifications since that review. He reviewed the summarized 24-121 2025 budgetary and levy information for the public and City Council. At the end of the discussion, staff will look for the City Council to set a preliminary budget and levy for 2025 so it can be certified to Hennepin County by September 30, 2024. Based on all the changes noted above the requested increase in the levy is 6.96% for budget year 2025. Staff believed the impact on the average home based on that levy will be an increase of around $70 to $80 for the year. The proposed preliminary levy was then compared to comparable cities. If approved, staff will file the preliminary tax levy with Hennepin County before the September 30, 2024 deadline. Councilmember Barnett thanked staff for all of their hard work on the 2025 budget and tax levy. Motion by Councilmember Barnett, seconded by Councilmember Hanson, to adopt Resolution No. 24-121, a resolution adopting the 2025 proposed general fund levy and budget, the proposed road reconstruction fund levy, the capital improvement plan levy, and setting a budget hearing (TNT Meeting) for December 2, 2024, at 7:30 p.m. Mayor Steffenson thanked the finance staff and directors for their efforts on the budget and tax levy. He stated he was proud of the fact Maple Grove had the lowest per capita tax rate when compared to cities of similar size. Upon call of the motion by Mayor Steffenson, there were five ayes and no nays. Motion carried. Adjourn to EDA Mayor Steffenson adjourned the City Council meeting to the meeting EDA meeting at 8:00 p.m. Reconvene to Mayor Steffenson reconvened the regular City Council meeting Maple Grove City Council Minutes September 16, 2024 Page 9 regular meeting at 8:03 p.m. Report on City Administrator Nelson explained that the Council has her upcoming Monday report if there are any questions. She reported administration absentee voting would be this Friday at the Government items Center for the general election. She stated candidate forums would be held at the Government Center at 6:30 p.m. on Tuesday, September 24 at 6:30 p.m. and again on Tuesday, October 8. Items added to None the agenda Adjournment Motion by Councilmember Janigo, seconded by Councilmember Barnett, to adjourn to the regular City Council meeting on October 7, 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 8:05 p.m. by Mayor Steffenson. Respectfully submitted, Heidi Nelson City Administrator