City Council

REGULAR MEETING MINUTES OAKDALE CITY COUNCIL March 11, 2025 CALL TO ORDER A regular meeting of the City Council of the City of Oakdale was held on March 11, 2025 at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota. The meeting was called to order by Mayor Kevin Zabel at 7:00 PM. ROLL CALL On a call of roll, the following were present: Mayor Kevin Zabel Council Members: Kari Moore Andy Morcomb Gary Severson Susan Willenbring Staff Present: Christina Volkers, City Administrator Sara Ludwig, City Clerk Rachel Tierney, Assistant City Attorney Brian Bachmeier, Consulting City Engineer Jake Foster, Assistant City Administrator Andy Gitzlaff, Community Development Director Nick Newton, Police Chief Lori Pulkrabek, Communications Manager Kyle Stasica, Finance Director Cory Tietz, Public Works Director Julie Williams, Recreation Superintendent Kevin Wold, Fire Chief Others Present: Abdulahi Abdalla, Staff & Outreach Specialist, Office of Congresswoman Betty McCollum, MN04 Madison Ruchie, Scouts BSA Troop 7580 Don Theisen, Owner’s Representative, Don Theisen Consulting PLEDGE OF ALLEGIANCE APPROVAL OF THE AGENDA A MOTION WAS MADE BY COUNCIL MEMBER MORCOMB, SECONDED BY COUNCIL MEMBER WILLENBRING TO APPROVE THE AGENDA AS AMENDED FOR THE MEETING OF MARCH 11, 2025. 5 AYES APPROVAL OF THE MINUTES: Workshop, February 25, 2025 Regular Meeting, February 25, 2025 1 A MOTION WAS MADE BY COUNCIL MEMBER MORCOMB, SECONDED BY COUNCIL MEMBER SEVERSON TO APPROVE THE WORKSHOP MEETING MINUTES OF FEBRUARY 25, 2025. 4 AYES 1 ABSTENTION – ZABEL A MOTION WAS MADE BY COUNCIL MEMBER MORCOMB, SECONDED BY COUNCIL MEMBER SEVERSON TO APPROVE THE REGULAR MEETING MINUTES OF FEBRUARY 25, 2025. 4 AYES 1 ABSTENTION – ZABEL PUBLIC HEARINGS None OPEN FORUM Mayor Zabel invited comments from the audience. Abdulahi Abdalla, Staff & Outreach Specialist from the Office of Congresswoman Betty McCollum, spoke on Community Project Funding (CPF), which allows U.S. House and Senate members to sponsor one-time funding requests for local community projects. Mr. Abdalla highlighted that the official guidance for CPF in fiscal year 2026 has not been released yet, but encouraged the City to start preparing and to reach out with any questions or project ideas. Mayor Zabel thanked Mr. Abdalla for the information and noted that this could be a valuable opportunity to move forward with projects that may have been stalled in their planning or development process. CONSENSUS MOTIONS Mayor Zabel pulled consensus item e). A MOTION WAS MADE BY COUNCIL MEMBER MORCOMB, SECONDED BY COUNCIL MEMBER MOORE TO APPROVE CONSENSUS MOTIONS A-D, AS PRESENTED. a) Request per City of Oakdale Code of Ordinances, Chapter 2, Article IV, Sec.2-36 (c) and per City Personnel Policy PE-031, Section 5.0, that the City Council appoint Mikayla Waage as full-time probationary Administrative Assistant: Finance effective March 12, 2025, at a rate of pay consistent with the City base pay schedule. b) Request per City of Oakdale Code of Ordinances, Chapter 2, Article IV, Sec.2-36 (c) and per City Personnel Policy PE-031, Section 5.0, that the City Council appoint Connor Papenfuss as full-time probationary Forestry Maintenance effective April 26, 2025, at a rate of pay consistent with the City base pay schedule. c) Request that the City Council waive reading and adopt Resolution 2025-18, authorizing Joint Power Agreement between the City of Oakdale and the Metropolitan Council for mutual aid and emergency assistance with law enforcement services. 2  Request that the City Council authorize the Mayor and City Administrator to sign and execute the Joint Powers Agreement between the Metropolitan Council and City of Oakdale for mutual aid and emergency assistance with law enforcement services. d) Request that the City Council approve the group 6 Police Lexipol policies as presented. 5 AYES CONSENSUS ITEM E): REQUEST PER CITY OF OAKDALE CODE OF ORDINANCES, CHAPTER 2, ARTICLE IV, SEC.2-36 (C) AND PER CITY PERSONNEL POLICY PE-031, SECTION 5.0, THAT THE CITY COUNCIL APPOINT JUSTIN JOHNSON AS FULL-TIME PROBATIONARY POLICE OFFICER EFFECTIVE TBD, 2025, AT A RATE OF PAY CONSISTENT WITH THE CITY BASE PAY SCHEDULE. Mayor Zabel expressed concerns about the applicant’s behavior when leaving City employment previously. He stated that the applicant’s unprofessional conduct should disqualify him for future employment with the City as certain professional boundaries must be maintained. He indicated he will be voting against this hire. Council Member Moore concurred. A MOTION WAS MADE BY COUNCIL MEMBER MORCOMB, SECONDED BY COUNCIL MEMBER WILLENBRING TO APPROVE CONSENSUS MOTION E, AS PRESENTED. Council Member Willenbring expressed her intent to vote "yes" on the motion, citing her trust in Police Chief Nick Newton's decision-making skills and his ability to effectively run the Police Department. Council Members Morcomb and Severson agreed. 3 AYES 2 NAYS – ZABEL & MOORE ADVISORY BOARDS AND COMMISSIONS Economic Development Commission (3/5/25 meeting cancelled, Council Liaison Severson) Environmental Management Commission (no meeting, Council Liaison Zabel) Planning Commission (met on 3/6/25, Council Liaison Willenbring) Council Member Willenbring reported that the Planning Commission heard a Conditional Use Permit request from The Ethiopian Church in Minnesota at the former LA Fitness site. Parks and Recreation Commission (no meeting, Council Liaison Morcomb) Tree Board (no meeting, Council Liaison Moore) AWARD OF BIDS a) Award Public Works Facility Bids and Amendment to Kraus-Anderson Guaranteed Maximum Price Agreement City Administrator Chris Volkers explained that the award of bid is for two contracts related to the construction of the new Public Works Facility. These contracts are for the two bid divisions that were not awarded during the initial bid phase and needed to be rebid. 3 A MOTION WAS MADE BY COUNCIL MEMBER WILLENBRING, SECONDED BY COUNCIL MEMBER MOORE TO WAIVE READING AND ADOPT RESOLUTION 2025-12, AWARDING CONTRACTS FOR CITY PROJECT B2024-01 (CONSTRUCTION OF NEW PUBLIC WORKS FACILITY). 5 AYES STAFF REPORTS ENGINEERING a) Approval of Plans and Specifications for City Project R2025-01 (2025 Street Reconstruction) Consulting City Engineer Brian Bachmeier recalled that the Improvement and Assessment Hearings for City Project R2025-01 took place in January when the project was approved, and the plans align with what was discussed during the public hearings. Mr. Bachmeier noted that no State or Federal funds are involved, meaning the Council has discretion regarding the prevailing wage requirement. The resolution recommended by staff includes waiving the prevailing wage requirement. A MOTION WAS MADE BY COUNCIL MEMBER MORCOMB, SECONDED BY COUNCIL MEMBER WILLENBRING TO WAIVE READING AND ADOPT RESOLUTION 2025-14, APPROVING PLANS AND SPECIFICATIONS FOR CITY PROJECT R2025-01 (2025 STREET RECONSTRUCTION), AND AUTHORIZING THE ADVERTISEMENT FOR AND COLLECTION OF BIDS. 5 AYES b) Authorize Preparation of Plans and Specifications for 2026 Greenway Avenue N Sidewalk Design as part of City Project R2026-01 (2026 Street Reconstruction) and Associated Offers for Temporary Easements and Possible Eminent Domain Proceedings Mr. Bachmeier explained that the Greenway Avenue N Sidewalk project is federally funded through a grant so there is a specific process that the City must follow. At this stage in the project, it is appropriate to begin preparing the plans and specifications for submission to MnDOT for review. Additionally, there is a need for a right-of-way certificate, which requires initiating offers for temporary easements. Council Member Willenbring asked that the word “temporary” be added before “easements” within the motion. Ms. Volkers confirmed that the word “temporary” is included within the resolution. A MOTION WAS MADE BY COUNCIL MEMBER MOORE, SECONDED BY COUNCIL MEMBER MORCOMB TO AUTHORIZE THE MAYOR AND CITY ADMINISTRATOR TO SIGN THE SUPPLEMENTAL LETTER AGREEMENT WITH S.E.H. IN THE AMOUNT OF $99,800 TO PREPARE THE PLANS AND SPECIFICATIONS FOR 2026 GREENWAY AVENUE N SIDEWALK DESIGN WHICH IS PART OF CITY PROJECT R2026-01. 5 AYES A MOTION WAS MADE BY COUNCIL MEMBER MOORE, SECONDED BY COUNCIL MEMBER MORCOMB TO WAIVE READING AND ADOPT RESOLUTION 2025-15, AUTHORIZING OFFERS OF JUST COMPENSATION TO 4 OWNERS FOR ACQUISITION OF TEMPORARY EASEMENTS AND EMINENT DOMAIN PROCEEDINGS, IF NEEDED. 5 AYES PUBLIC WORKS a) Donation to the City, Nature Preserve – Wood Duck Houses, from Madison Ruchie from Scouts BSA Troop 7580 Ms. Volkers mentioned that Madison Ruchie is working toward her Eagle Scout award. As part of this process she fundraised and gathered support to build and install 16 wood duck houses within the Oakdale Nature Preserve. Ms. Volkers expressed gratitude for her initiative and hard work. A MOTION WAS MADE BY COUNCIL MEMBER MORCOMB, SECONDED BY COUNCIL MEMBER WILLENBRING TO WAIVE READING AND ADOPT RESOLUTION 2025-16, ACCEPTING A DONATION FROM MADISON RUCHIE FROM SCOUTS BSA TROOP 7580, FOR 16 WOOD DUCK HOUSES BEING INSTALLED WITHIN THE OAKDALE NATURE PRESERVE, VALUED AT $1,440. 5 AYES Mayor Zabel shared that within the Scouts BSA program, an Eagle Scout is the highest rank, and symbolizes leadership skills, community service, and character development; all of which Madison exhibited through her work on this project. It should be noted that Madison is the first female Eagle Scout to come out of an Oakdale troop in Oakdale history! On behalf of the City Council and the entire City of Oakdale, Mayor Zabel thanked Madison for her hard work and gracious donation. Madison Ruchie from Scouts BSA Troop 7580, expressed her gratitude for the recognition of her hard work and appreciated the opportunity to contribute to the community and Nature Preserve in such a meaningful way. Council Member Morcomb explained that Madison now needs to go before a board of review to defend her project and demonstrate the leadership skills she has developed throughout the process. He emphasized that this is a significant step in achieving her Eagle Scout accomplishment. b) Capital Improvement Plan Amendment, Approval of Plans and Specifications for Amended City Project P2025-02 (Willowbrooke Park West and Willowbrooke Park North), and Change Order Authority Community Development Director Andy Gitzlaff discussed the amendment to the Capital Improvement Plan (CIP) related to the development of two parks in the Willowbrooke neighborhood. The 2025–2029 CIP initially allocated $2,000,000 for Willowbrooke Park West and $325,000 for Willowbrooke Park North. Mr. Gitzlaff explained that after gathering stakeholder input and refining designs, the Council decided to combine the two parks into one project for efficiency, with the addition of an artificial turf volleyball court based on public input. The amended budget for the combined project is $2,066,000. Mr. Gitzlaff noted that site work for both parks will be completed in 2025, and a combined picnic shelter and restroom building for Willowbrooke Park West will be bid separately to maximize cost efficiencies and ultimately be completed in 2026. 5  At this point in the project, leadership responsibilities will be transitioning from Community Development to Public Works since Public Works is responsible for maintaining the facilities once completed. Beginning with Willowbrooke Park West, Public Works Director Cory Tietz highlighted key features in the concept design such as a U12 soccer field, an artificial turf volleyball court on the north end, a restroom facility with a covered space for picnic tables, which could potentially be rented in the future, and four pickleball courts. Alternate bids include options for lighting, with the final decision on whether to include lighting left up to Council’s discretion. Moving to Willowbrooke Park North, Mr. Tietz indicated the focus is on open space and native prairie land. The left side of the park will be a mowed area for informal activities like playing ball, as well as spaces for sitting and enjoying nature under the trees. Native plantings, such as pollinator habitats, are planned for the areas around the trees. Mr. Tietz shared that a notable feature is a 20-foot-long wooden bridge that will allow water to flow from one end of the park to the other, creating an aesthetically pleasing addition to the area. Mr. Tietz outlined the overall schedule for the Willowbrooke Parks project, including the bid opening scheduled for mid-April. Once bids are received, the recommendations will return to the Council for approval. He noted that the restroom/picnic shelter component of the project is separate from the general park construction and is expected to have a construction end date in 2026. In response to Mayor Zabel’s question about the alternate bids, Mr. Tietz confirmed that all alternate bids will be advertised and Council will review and decide on those once all bids come back. In response to Council Member Severson’s question about the restroom/picnic shelter building, Mr. Tietz clarified that the restroom/picnic shelter building is included in the overall budget but will be bid separately. In response to Mayor Zabel’s question about the authorization for the City Administrator to approve change orders, Ms. Volkers stated the authorization applies to the entire project, not just the bidding process. A MOTION WAS MADE BY COUNCIL MEMBER MORCOMB, SECONDED BY COUNCIL MEMBER MOORE TO WAIVE READING AND ADOPT RESOLUTION 2025-17, AMENDING THE 2025-2029 CAPITAL IMPROVEMENT PLAN, APPROVING PLANS AND SPECIFICATIONS FOR AMENDED CITY PROJECT P2025-02 (WILLOWBROOKE PARK WEST AND WILLOWBROOKE PARK NORTH) AND AUTHORIZING THE ADVERTISEMENT FOR AND COLLECTION OF BIDS, AND AUTHORIZING CITY ADMINISTRATOR APPROVALS FOR CHANGE ORDERS. Mayor Zabel acknowledged that the project is not final as there will be further discussions and adjustments if needed. 5 AYES CITY ATTORNEY No report. ADMINISTRATOR'S REPORT 6 a) Approval of Construction Manager at Risk Process and Corresponding Actions for Police Department and City Hall Remodel Projects Don Theisen, Owner’s Representative, began by providing background on the project and the needed next steps. He shared that the City has selected an architectural team for the project, BKV Group. The next step is to choose a Construction Manager at Risk (CMaR). Mr. Theisen noted that recent State legislation has changed the selection process for a CMaR. The City will now issue a Request for Qualifications (RFQ) first to select qualified construction firms, followed by a Request for Proposals (RFP) and interviews. Based on these, the City will select the top firm for the project. Tonight, the Council is being asked to approve the RFQ for the CMaR, appoint the Selection Committee (consisting of the City Administrator, Police Chief, and Architect), and delegate authority to the City Administrator to approve the contractor pre-qualification criteria. To conclude, Mr. Theisen went over key phases of the project schedule including construction bidding in April 2026, with the priority to complete the Police Department first, likely in summer of 2027. In response to Mayor Zabel’s question about the construction dates, Mr. Theisen confirmed that the dates can be adjusted as to not interfere with Oakdale Summerfest which takes place in late June each year. A MOTION WAS MADE BY COUNCIL MEMBER WILLENBRING, SECONDED BY COUNCIL MEMBER MOORE TO APPROVE THE CMAR RFQ DATED MARCH 12, 2025 AND AUTHORIZE ITS ADVERTISEMENT. 5 AYES A MOTION WAS MADE BY COUNCIL MEMBER MOORE, SECONDED BY COUNCIL MEMBER WILLENBRING TO APPOINT THE CITY ADMINISTRATOR, POLICE CHIEF, AND ARCHITECT OF RECORD TO THE RFQ SELECTION COMMITTEE. 5 AYES A MOTION WAS MADE BY COUNCIL MEMBER MOORE, SECONDED BY COUNCIL MEMBER MORCOMB TO AUTHORIZE DELEGATION TO THE CITY ADMINISTRATOR FOR CITY APPROVAL OF RFP CRITERIA, CONTRACTOR PREQUALIFICATION CRITERIA AND PROCESS, AND FINAL LIST OF PREQUALIFIED CONTRACTORS. 5 AYES COUNCIL PRESENTATIONS Council Member Moore reported that she recently attended a training for newly elected officials through the League of Minnesota Cities and came away with a greater appreciation for Ms. Volkers and the entire City staff. Council Member Moore encouraged the public to look through the details of the Claims roster to see the many transactions involved in running the City. Council Member Severson echoed Council Member Moore’s sentiments about City staff after recently attending the same training. Mayor Zabel made announcements about the following: 7  • Spring load limits are now in effect as of Monday, March 3rd for the City of Oakdale, Washington County, and MnDOT. • The final Oakdale Indoor Market of the season will take place on Saturday, March 22nd from 9 AM to 1 PM at the Discovery Center. • METRO Gold Line Bus Rapid Transit will open on Saturday, March 22nd, and the public is invited to attend opening day activities. Free Gold Line rides will be offered from Saturday, March 22nd through Friday, March 28th, courtesy of Ramsey and Washington counties. For more information, visit www.metrotransit.org/goldline. • The City of Oakdale is hiring for the following positions – Police Officer, Utilities Maintenance Worker, Summer Recreation Youth Program Instructor, and Fire Marshal. To learn more and apply, visit the City website, www.oakdalemn.gov, and select “Employment.” CLAIMS A MOTION WAS MADE BY COUNCIL MEMBER MOORE, SECONDED BY COUNCIL MEMBER SEVERSON TO APPROVE CLAIMS FOR THE PERIOD FEBRUARY 26, 2025 TO MARCH 11, 2025 IN THE AMOUNT OF $1,697,755.11. 5 AYES ADJOURNMENT A MOTION WAS MADE BY COUNCIL MEMBER WILLENBRING, SECONDED BY COUNCIL MEMBER MORCOMB TO ADJOURN THE REGULAR CITY COUNCIL MEETING OF MARCH 11, 2025, AT 7:47 PM. 5 AYES Respectfully submitted, Sara Ludwig, City Clerk 8