City Council

CITY OF MENDOTA HEIGHTS CITY COUNCIL WORKSESSION AGENDA Virtual / Webex Wednesday, April 28, 2021 4:00 pm Minnesota Statutes Chapter 13D-Meeting by telephone or other electronic means: MN stat. 13D. 021 provides that a meeting of a public body may be conducted via telephone or other electronic means if meeting in a public location is not practical or prudent because of a health pandemic or declared emergency. The Mendota Heights City Council declared a local emergency due to the COVID- 19 pandemic on March 17, 2020. As a part of this action, until further notice city council and other public meetings may be held by telephone or through other electronic means, with social distancing measures in place. All public meetings will continue to follow the requirements of the Minnesota Open Meeting Law. The public may listen to the meeting via telephone. Public Call-In Number: 1-312-535-8110 Access Code: 133 554 1241 ## 1. Call to Order 2. Discussion Items A. Police Department/ City Hall Space Needs Study B. Update on City Recreation/ Social Events for 2021 C. Discussion of In-Person City Council Meetings D. Par 3 Senior Pass Proposal 3. Adjourn  2A. Date: April 28, 2021 To: Mayor and City Council From: Mark McNeill, City Administrator Subject: Space Needs Study Discussion Comment: Introduction: At the April 28th work session, the Council will hear a report on the space needs study which was performed by CNH Architects for the Police Department and City Hall. Background: On September 1, 2020, the City Council approved a contract with CNH Architects to perform a space needs analysis of City hall and the Police Department. CNH is the same firm which analyzed the needs, and performed the design of the remodeling and addition to the Mendota Heights fire station. Quinn Hutson of CNH will go over his findings, which are being sent to you. We will also have information about possible alternatives, to be shared at the work session. Fiscal Impacts: The very preliminary architect’ s estimate indicates an estimated cost of the recommended addition and remodeling to be $4.264 million. That estimate is based on January, 2021 numbers; we anticipate in this volatile construction bidding climate that those will already be low. If a significant amount of time passes before construction bids are taken, it is likely that those will increase more. So that the Council can have an idea as to what the impact would be on taxpayers if the project as described proceeds, we had the City’ s financial advisor Ehlers and Associates run an analysis of the impacts on residential and commercial properties in Mendota Heights for a $ 4.5 million bond. This would be a 15 year term, which is the same duration as what was used for the Fire Station Improvements. Note that with bond issuance costs, the amount sold would be $4.615 million.) The attached “ Estimated Tax Impact” shows that property taxes for an average value home ($ 458,744) would increase by $67.44 annually, or about $ 5.62 per month. Of course, the Council is cognizant of the recent community investments made for the Fire Station improvements and the ISD 197 referendum, in addition to whatever considerations might come from the upcoming discussions for needed improvements in the City’ s parks system. The Ehlers’ estimates are very preliminary, and people should be aware that the final fiscal impact numbers will be different, assuming that the project even proceeds. Action Required The Council should discuss, and give direction as to what, if any additional information is needed. Mark McNeill City Administrator DATE: September 1, 2020 TO: Mayor and City Council FROM: Kelly McCarthy, Police Chief Mark McNeill, City Administrator SUBJECT: Space Needs Study Comment: Introduction: The City Council is asked to approve the hiring of CNH Architects of Apple Valley to perform an analysis of the City Hall building, to determine future space needs. Background: The current City Hall building was constructed in 1988. Since that time, the City has grown, and the types of services that the City organization provides have grown as well. The current layout of the Administrative and public areas of the building are inefficient, and should be examined for optimal use, both for now and in the future. However, the major deficiencies in the building are seen most profoundly in the Police Department. Some minor remodeling took place about four years ago, but that was done primarily to address water infiltration problems, and rearrange existing space to squeeze in a couple more offices. However, many of the current, and longer term health and safety needs for the Police Department were not addressed. For example, the squad room serves several, often conflicting purposes— it is simultaneously a break room, training room, roll call room, and work area. Contaminated gear must be cleaned in what is the third stall of the police garage area. Good security is lacking for the police section of the building, as well as for the employees’ personal vehicles and the squad cars. There is no clean, dry storage for most of the Police Department, and this lack of storage lends to inefficiencies relating to inventory control. In addition, the City is in competition with other metro area public safety departments for good police officer candidates, and the existing facility does not allow the MHPD to compete equally with other prospective employers. Overall, the heating, ventilation, and mechanical systems serving the entire building are now more than 30 years old. Those should be examined to determine if improvements should be made for greater efficiencies. Knowing these needs, funding was provided in the FY20 budget for an architectural firm to perform a study of the existing building. Staff recently contacted CNH Architects, which is the firm that did a space needs analysis of the Mendota Heights Fire Station building. The results of that study were used for actions which ultimately led to the construction of the Fire Station remodeling and building addition. CNH is the project architect for that work. Budget Impact: CNH has provided a proposal to perform the space analysis ( attached). As shown, it proposes to do this for $12,200, plus reimbursables like mileage and other expenses. Those amounts are within the budget that was provided for the work ($15,000). If approved by the City Council, staff would work with CNH to determine a workable schedule. Once completed, the study will allow for the City Council and staff to have a better understanding of financial needs through the master project budget which would be created. It would allow for the planning of the next steps, should it be determined to proceed. Recommendation: In view of the current needs, we recommend that the City Council authorize CNH Architects to perform a space needs analysis of City Hall. Action Required: If the Council concurs, it should, by motion, accept the proposal of CNH Architects dated August 21, 2020, to perform a space needs analysis of the Mendota Heights City Hall building. Kelly McCarthy Mark McNeill Police Chief City Administrator  City of Mendota Heights, Minnesota Estimated Tax Impact April 22, 2021 BOND ISSUANCE INFORMATION Bond Issue Amount 4,615,000 Number of Years 15 Average Interest Rate 1.96% Estimated Bond Rating S&P AAA PROPERTY TAX INFORMATION Actual Net Tax Capacity - Payable 2021 $ 25,800,840 Debt Levy @ 105% - Average 379,300 Estimated Tax Capacity Rate: Payable - 2021 Without Proposed Bonds 39.334% Payable - 2021 With Proposed Bonds 40.804% Estimated Tax Rate Increase 1.470% TAX IMPACT ANALYSIS Estimated Market Value Taxable Net Tax Current Proposed Proposed Type of Property Market Value Exclusion Market Value Capacity City Tax Tax Increase* City Tax 250,000$ 14,740$ 235,260$ 2,353$ 925.37$ 34.59$ 959.96$ 300,000 10,240 289,760 2,898 1,139.74 42.60 1,182.34 350,000 5,740 344,260 3,443 1,354.11 50.61 1,404.72 400,000 1,240 398,760 3,988 1,568.48 58.62 1,627.10 Residential 458,744 - 458,744 4,587 1,804.42 67.44 1,871.86 Homestead 500,000 - 500,000 5,000 1,966.70 73.51 2,040.21 600,000 - 600,000 6,250 2,458.38 91.88 2,550.26 700,000 - 700,000 7,500 2,950.05 110.26 3,060.31 800,000 - 800,000 8,750 3,441.73 128.63 3,570.36 1,000,000 - 1,000,000 11,250 4,425.08 165.39 4,590.46 500,000$ -$ 500,000$ 5,945$ 2,338.53$ 87.40$ 2,425.93$ 1,000,000 - 1,000,000 12,373 4,866.66 181.89 5,048.56 Commercial/ Industrial 2,000,000 - 2,000,000 25,227 9,922.94 370.87 10,293.81 3,000,000 - 3,000,000 38,082 14,979.21 559.85 15,539.06 4,000,000 - 4,000,000 50,937 20,035.49 748.83 20,784.32 5,000,000 - 5,000,000 63,792 25,091.76 937.80 26,029.57 The figures in the table are based on taxes for new bonded debt only, and do not include tax levies for other purposes. Tax increases shown above are gross increases, not including the impact of the state Property Tax Refund ("Circuit Breaker") program. Many owners of homestead property will qualify for a refund, based on their income and total property taxes. This will decrease the net tax effect of the bond issue for many property owners. Prepared by Ehlers 4/22/2021  2B. DATE: April 28, 2021 TO: Mayor, City Council, and City Administrator FROM: Cheryl Jacobson, Assistant City Administrator Meredith Lawrence, Recreation Program Coordinator SUBJECT: Summer Event Schedule INTRODUCTION Staff will provide an update the City Council regarding the City’ s summer event schedule. BACKGROUND City Recreation and Administration staff have been working to plan a robust summer event calendar. The following events are scheduled so far: May 1: Par 3 Family Golf Season Kickoff May 15: See- A-Truck June: 4 Movie in the Park June 5: Officer Scott Patrick Memorial 5k June 19: Junior Golf Tournament Par 3 June 23: Summer Concert— Kids Dance July 4: Fireworks July 14: Summer Concert— Teddy Bear Band August 12: Cliff Timm Memorial Fishing Derby August 25: Summer Concert – music to be determined August: Parks Celebration Again this year, all city events are required to comply with COVID- 19 restrictions and Minnesota Stay Safe Plan requirements for each activity being held and for each venue for which the activity is being held at. One of the biggest summer event weekends for the City is the Officer Scott Patrick Memorial 5K and Parks Celebration, which is traditionally held the first Saturday of June ( i.e. June 5 this year). The two parks used for these events include Market Square Park and Mendakota Park. Additionally, MHAA hosts an in-house youth baseball tournament that weekend at Mendakota Baseball Fields. In 2019, the weather cooperated and all of the events were very well attended. In order to effectively plan with COVID- 19/Stay Safe restrictions required for each event and each venue, staff is recommending postposing the Parks Celebration to August. Postponement of this event will ease the capacity limitations at Mendakota Park so that MHAA can successfully hold their tournament, and provide staff with capacity to effectively carryout the 5K at Market Square Park. More than likely, the 5K will again look a little different than in years prior due to COVID- 19 restrictions, so additional staff attention and planning is needed to carry that event out. Holding the Parks Celebration in August will also allow for the possibility of a different kind of parks celebration with new events and activities.  2C. Date: April 28, 2021 To: Mayor and City Council From: Mark McNeill, City Administrator Subject: Council Meeting Format Comment: Introduction: At the April 28th work session, the Council is asked to discuss and give direction on when or if it wants to return to “ in-person” City Council meetings. Background: Because of the Governor’ s Executive Orders for the pandemic, in 2020 the Mendota Heights City Council met in a hybrid format from April until July 6th. At that time, City Hall re-opened to the public, and the Council met fully in person for its meetings for the remainder of 2020. However, it reverted to a remote format ( hybrid), beginning in January of this year. Given the greater availability of vaccinations and a gradual reduction in gathering restrictions, the Council should discuss whether it is ready to return to scheduling all of its meetings to be “ in-person”. Some things to consider: There are still Executive Order restrictions in place. Even though the number of people who may be in a room has increased as a percentage of overall capacity, the required six foot spacing between occupants effectively still limits the meeting capacity in the Council Chambers to 23 people. Once the 6 foot restrictions are lifted, room capacities will increase as well. The lobby area will still be available for overflow crowds. In terms of technology and the number of staff members needed to “ broadcast” a meeting, the hybrid model is the least efficient. If remote meetings are still to be used, we recommend the use of fully remote meetings where possible. Fully remote would still allow for interactivity with the Council, or the general audience. Each of the City’ s three advisory commissions are now, or soon will be, returning to a fully in- person meeting format. In order to keep as many of the 23 Council Chamber attendee spots open as possible, in a return to a live” format, several City staff would monitor the proceedings on NDC4 cablevision in their City Hall offices, and would appear in the Council Chambers in person when their item was on the agenda or a question was asked of them. If in -person meetings are desired by the Council, we recommend that staff be directed to advertise the change, and that it become effective at the second meeting in May, on the 18th. That will give sufficient notice to people who wish to view the meetings in-person, and also allow prospective presenters to place this on their calendar. NDC4 will continue to cablecast the meetings; however, the change to in-person would mean that the meetings are not inter- active for viewers at home. Recommendation: I recommend a return to in-person meeting format, beginning May 18th. Action Required: If the Council concurs, it should direct staff to advertise the change to in-person meetings, effective May 18th. Mark McNeill City Administrator  2D. DATE: April 28, 2021 TO: Mayor, City Council, and City Administrator FROM: Cheryl Jacobson, Assistant City Administrator Meredith Lawrence, Recreation Program Coordinator SUBJECT: Par 3 Senior Golf Pass INTRODUCTION Councilor Paper has asked that the City Council discuss offering an annual senior golf pass for use at the Par 3. BACKGROUND Greens fees for juniors ( age 11 and under) and seniors ( age 65 and older) are discounted from regular greens fees depending on the day of play (i.e. weekday versus weekend). In addition to per round greens fees, the course offers a 10 round greens fee punch card for $100.00. This punch card is available to any golfer, in any age category. The punch card may be used by groups, households, or multiple golfers such as those playing in informal golf “ leagues” to pay for rounds of golf during any available tee time. Current course rates are as follows: Greens Fees Weekday Rate Weekend Rate 10 Round Punch Card Round of golf $ 12.00 $ 14.00 $ 100.00 Junior/ Senior $ 11.00 $ 13.00 10.00 per round) Second Round $ 6.00 $ 6.00 Available point of sale data shows that the Par 3 course has seen, with only a slight decrease from 2018 to 2019 in senior weekend rounds, an increase in senior play on weekdays and weekends: Weekday Senior Weekend Senior Year Rounds Rounds 2018 1,033 230 2019 1,273 216 2020 1,438 275 Punch card sales for the past three years are as follows: Year Punch Cards Sold 2018 55* 2019 112 2020 190 in 2018 punch cards were offered in denominations of 5 and 10 rounds pass options. That season the course sold 55 10-round passes and 115 5-round passes. As incentive to play the course, Councilor Paper has suggested adding an annual senior golf pass to the greens fees offerings. The following is presented for consideration and discussion: Senior Golf Pass: Cost $ 200 for the remainder of the 2021 golf season; greens fees only carts not included. Hours of play/use: Monday through Friday from 7:30am – 1:00pm. Tee times are available first come, first serve and may not be made more than 7 days in advance. Golfers/ senior pass holders will not be able to play on the course when a portion of the holes or the entire course is closed due to weather, course maintenance, city programming or other special events. One round per pass holder per day; identification and season pass is required at check- in. Passes are not transferable or refundable. All other course rules apply. If the direction is to move forward with an annual senior golf pass, the item would be sent to the Park and Recreation Commission for consideration and formal recommendation to the City Council. The City’ s fee schedule would also need to be amended. The anticipated initial availability date of the pass would be the first full week in June. BUDGET IMPACT At this time, it is unclear what impact an annual senior golf pass would have on the Par 3 budget. Results will be dependent on the level of interest from seniors in purchasing the card and the number of rounds played by a senior user. This season would be a demonstration/ test year. REQUESTD ACTION During the work session, the Council should discuss offering an annual Senior Golf Pass for use at the Par 3. If Council wishes to have further consideration, it should direct that the topic be considered by the Parks and Recreation Commission at its May meeting.