City Council Workshop

AGENDA City Council Workshop January 28, 2020 Council Chambers & Oak Room Council Chambers 5 PM Property at 32nd and Granada 5:50 PM Baker Tilly – City Administrator Recruitment Brochure 6 PM Joint Meeting with Planning Commission Oak Room 6:30 PM Budget Debrief 6:50 PM Glenbrook Avenue/Upper 51st Street: Small Area Plan 6:58 PM Recess for Regular Meeting WORKSHOP CONTINUES FOLLOWING REGULAR MEETING Oak Room 7:30 PM Reconvene Workshop in the Oak Room (Estimated) • Glenbrook Avenue/Upper 51st Street: Small Area Plan (continued, if needed) • Posting of Meeting Materials • Compensation for Board Members and Commissioners • Council Discussion Adjournment  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Brian Bachmeier, Public Works Director/City Engineer Date: January 28, 2020 Subject: Review Results of Geophysical Survey of Property at 32nd & Granada Avenue BACKGROUND In 2017, the City retained the services of Leo Daly to conduct a space study of the City’s Public Works facility at 1900 Hadley Avenue. The study concluded the current 4.5 acre site and the 47,000 sf building were about half of the size needed for daily operations. A potential site for a new Public Works facility was identified at the southwest corner of 32nd Street and Granada Avenue. The 9.2 acre parcel is currently owned by 3M. In 2018, the City Council approved sending a Letter of Interest to 3M relating to the parcel. In response, 3M retained Barr Engineering to complete a geophysical survey of the property. The study was completed last summer. Representatives from 3M and Barr Engineering will present the results of the survey at the workshop. MPCA Brownfield Supervisor Gary Krueger will also be in attendance to provide an overview of the State’s Brownfield program and provide examples of other projects where former industrial sites have been redeveloped. He will also be available to answer questions the Council may have regarding the 3M property. Should the Council direct staff to continue considering the site at 32nd Street and Granada Avenue, staff will present a Request for Council Action at the February 11 City Council meeting seeking authorization for the development of a schematic building and site plan for the site. 3M Land Update Oakdale, MN 11/24/2019  3M Land Update Timeline • City of Oakdale is interested in a 3M owned parcel for a future Public Works Facility; the 9.2 acre parcel includes the former Brockman property • 3M and City of Oakdale discussed potential transaction on 10/16/2017; 3M, MPCA, and US EPA met at MPCA offices on 10/12/2018 to discuss projects • City of Oakdale sent notification letter to nearby residents on 11/14/2018 • 3M completed geophysical survey in June 2019 • Conducted test trenching and soil sampling in August and September 2019 25 November © 3M 2019. All Rights Reserved. 3M Confidential. 2  3M Land Update Recent Investigation Results • Focused testing trenching in areas of high electromagnetic response • Field observations identified impacts with elevated PID readings, soil discoloration, odors, and debris • Collected composite samples for VOCs, SVOCs, Priority Pollutant and RCRA metals, DRO, GRO, and PFAS -> compared to industrial SRV criteria • Cover Soil & Native Soil Results – no exceedances of industrial SRVs • PFAS – preliminary results are below SRVs in all samples (pending final results) 25 November © 3M 2019. All Rights Reserved. 3M Confidential. 3  3M Land Update Recent Investigation Results 25 November © 3M 2019. All Rights Reserved. 3M Confidential. 4  3M Land Update Process Flow Update Completed Action In Progress 25 November © 3M 2019. All Rights Reserved. 3M Confidential. 5  3M Land Update Redevelopment Considerations 25 November © 3M 2019. All Rights Reserved. 3M Confidential. 6  www.pca.state.mn.us Brownfield Program Services Petroleum Brownfield and Voluntary Investigation and Cleanup Programs The Minnesota Pollution Control Agency’s (MPCA) Brownfield Program consists of two integrated programs, the Petroleum Brownfield Program that handles petroleum contamination under the Petroleum Tank Release Cleanup Act (Minn. Stat. § 115C), and the Voluntary Investigation and Cleanup (VIC) Program that handles hazardous substance contamination under Minnesota’s Environmental Response and Liability Act (Minn. Stat. § 115B). Brownfield program services include technical assistance and issuance of liability assurance letters to promote the investigation, cleanup and redevelopment of property that is contaminated with petroleum and/or hazardous substances. This document provides general information about the services offered by the Brownfield Program. I. Technical assistance A. Expedited review of petroleum tank leak sites The transfer or financing of property with petroleum contamination originating from an on‐site storage tank(s) often hinges on MPCA approval of investigations and corrective actions required under the Petroleum Tank Release Cleanup Act (Minn. Stat. § 115C). Because time is a critical factor for some parties, the Petroleum Brownfield Program offers an expedited review of the reports required for these leak sites. The Petroleum Brownfield Program goal is to respond within 30 working days of the receipt of a report. For many properties, the quicker review can lead to quicker corrective action approval and/or file closure. Please note that the Petroleum Brownfield Program requires the same site investigation and risk evaluation as the Petroleum Remediation Program. Please see Guidance Document 1‐01 Petroleum Remediation Program General Policy and other applicable guidance documents. B. Expedited review of non‐tank petroleum releases Petroleum Brownfield Program staff also review investigation and corrective action reports for petroleum contamination that did not originate from a storage tank (as defined by Minn. Stat. § 115C). Petroleum Brownfield staff will issue a petroleum no action letter for a non‐tank petroleum release site when staff concludes that the investigation and/or cleanup has adequately addressed the contamination. C. Review of construction contingency plans, soil management plans, and response action plans State law requires that all persons properly manage contaminated soil and water they uncover or disturb, even if they are not the party responsible for the contamination. Improper management of contaminated soil or water can expose a landowner or developer to environmental liability and administrative penalties and/or fines. Parties can seek Brownfield Program approval of their proposed plans to respond to contamination encountered during redevelopment projects. See Brownfield Program Response Action Plans for additional information regarding Response Action Plan (RAP) approval. Successful implementation of an MPCA‐approved Construction Contingency Plan, Soil Management Plan, or RAP and subsequent submittal of an Implementation Report may lead to an Implementation Report Approval Letter, which provides MPCA confirmation that the reported management of contaminated media was appropriate and in accordance with MPCA requirements. Minnesota Pollution Control Agency December 2018 | c-brwnfld4-01 651-296-6300 | 800-657-3864 or use your preferred relay service | Info.pca@state.mn.us Available in alternative formats  D. Technical Assistance Letter for hazardous substances A Technical Assistance Letter from the VIC Program communicates the results of MPCA’s review of site documents when a party is not interested in or eligible for a liability assurance letter. For example, the MPCA may issue a Technical Assistance Letter in situations where an investigation was conducted, but a release of hazardous substances was not identified or in other situations where an independent third‐party reviews of environmental reports is requested. E. Completion of a soil vapor assessment when building mitigation is not necessary In accordance with the MPCA’s Vapor Intrusion Best Management Practices (BMPs), upon completion of a soil vapor assessment, a voluntary party may be eligible for a determination by the MPCA that no further investigation of soil vapor is necessary under the current site conditions and land use. This determination is appropriate when a soil vapor assessment has demonstrated that vapor mitigation of the on-site building(s) is not necessary, however, a No Action Determination for soil vapor is not possible due to unresolved impacts extending beyond the boundaries of the voluntary party’s site. Per the MPCA vapor intrusion BMPs, two seasonal rounds of sampling at least 30 days apart are necessary to assess vapor intrusion risk at a site and to determine if there is vapor intrusion area of concern* (VI AOC). Questions regarding the sampling density and locations necessary for a VI AOC investigation should be directed to the assigned project staff. Provided that two seasonal rounds of sampling at the appropriate sampling density demonstrates that vapor intrusion is not a concern at the Site, a vapor mitigation system will not be required. The MPCA may then issue a determination stating that the vapor assessment was conducted properly and concurring that no vapor mitigation system is needed for the site building(s), based on current site conditions and land use. Other requirements for this determination include:  Investigation of soil and/or groundwater, as appropriate for the site, to locate any potential sources of soil vapor contamination at the site  Completion of all conditions of the voluntary party’s No Association Determination (NAD)or Retroactive NAD  Full definition of the on-site extent and magnitude of the soil vapor release in accordance with the BMP Potential off-site soil vapor impacts will be referred to the MPCA’s Site Assessment Program for further investigation. An institutional control (i.e. property affidavit), may be necessary to document releases of hazardous substances that remain on the site (per Minn. Stat. 115B.16) *Important: If vapor concentration(s) exceed the applicable screening criteria during a VI AOC investigation, and the exceedance is within 100 feet of an inhabitable on-site building, the MPCA will require a building-specific investigation encompassing sub-slab sampling consistent with Appendix C of the Investigation and Mitigation BMP. F. Completion of vapor mitigation response actions for on-site building(s) Upon completion of a soil vapor assessment that results in the mitigation of an on-site building, a voluntary party may be eligible for a determination by the MPCA that building mitigation activities were successfully completed in accordance with an MPCA-approved response action plan, and no further investigation of soil vapor is necessary at the site under the current site conditions and land use. This determination is appropriate when a No Further Action Determination for soil vapor is not possible due to unresolved impacts extending beyond the boundaries of the voluntary party’s site. Vapor mitigation is necessary when a voluntary party conducts a vapor assessment and identifies potential vapor intrusion risk for an on-site building. Once the vapor mitigation system is installed, verification testing is necessary per MPCA’s Vapor Mitigation BMP to confirm the mitigation system is effectively preventing vapor intrusion. A mitigation system operation and maintenance plan and an Environmental Covenant are necessary to ensure the long-term effectiveness of the mitigation system and to provide notice to future property owners. Other requirements for this determination include: Page 2 of 6 December 2018 | c-brwnfl4-01  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Craig Dawson, Interim City Administrator Date: January 28 2020 Subject: City Administrator Search – Recruitment Brochure Review Sharon Klumpp, Baker Tilly, plans to attend the January 28 work session to provide an overview of the recruitment brochure developed in regard to the search for a new city administrator. Copies of the brochure have been provided to the City Council for their review and to offer feedback on the draft.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Craig Dawson, Interim City Administrator Date: January 28 2020 Subject: Joint Meeting with Planning Commission At the beginning of each year, the City Council meets with its respective advisory bodies for a general discussion about the upcoming year. At Tuesday’s workshop, the City Council will meet with the Planning Commission.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Chelsea Petersen, Administrative Services Director Craig Dawson, Interim City Administrator Date: January 28, 2020 Subject: 2019 Budget Debrief/2020 Budget Outlook Staff encountered a number of challenges throughout the 2020 budget process and is looking forward to making several improvements for the 2021 budget cycle. One change that has already been made was to create a budget document that is more cohesive and user-friendly. While great strides have been made, there is much room for improvement and staff has already begun making improvements for the next budget cycle. The next major change for the 2021 budget cycle is to have a more inclusive process, beginning with this workshop. There are two general approaches to the overall budget process for the City Council to consider: - Focus on Revenues. This approach will use data on the growth and inflation of property values in the community, with a focus on maintaining or reducing the tax rate. A budget can then be built to stay within those parameters. - Focus on Results. This will take into account City goals, objectives, and priorities as defined by City Council and/or staff. Any changes to current service levels can be identified and researched, and then a budget can be built to include the identified priorities. While both strategies have their merits, Council should carefully consider and come to consensus on whether it prefers one of these approaches, or both. Additionally, City Council should continue working to identify priorities so that Department Heads can use the priorities as a guide for creating future budget proposals. There are many items for both City Council and Department Heads to consider; for example: - Current obligations and/or efforts – are they expected to continue or cease? o Union contracts that outline pay increases, uniform allowances, training and certification expenses, etc. o Debt levy payments. - New regulations, mandates, or deadlines o Audit reporting modifications for lease revenue. o Healthcare costs for disabled public safety employees. - Trends in the community that may require changing service levels o New development could mean an increase in public safety staffing needs, more public works staff to maintain additional infrastructure, etc. - Trends that may create challenges or efficiencies o Succession planning, budgeting for severance payments. - Major new services or projects that need funding, equipment, personnel, etc. o Infrastructure needs like the Public Works facility and Police facility. o Willowbrooke development. - Legislative priorities o Funding for major road projects along Highway 36. There are several items already in the works that will assist future budget processes: - Utility Rate Study, 10-year Financial Plan: These are in process and will be valuable tools for the next several years. Both will be dynamic documents that staff will use and update often. - Financial Software Migration: May not be completed until early 2021. Staff is diligently working to identify prep work and efficiencies that can be created in the timeline, while still taking the time necessary to do it well. - Complete City Council Goal Setting Process. - Continue to Simplify Budget structure, identify coding inconsistencies and errors, and better engage a variety of staff early and often throughout the process. - Modify the CIP Document to more closely match budget document, and continue to improve upon both. - Publish Budget Summary in the City newsletter as it has reaches all residents. - Property Valuations: Generally available in March or April of each year from Washington County. It is important to remember that all of these items are valuable tools, but that unexpected events can occur. Staff changes, developments move forward, infrastructure may fail, etc. Every possible scenario cannot be planned for but staff will continue to do the best it can in the preplanning stages. Staff is looking for consensus from the City Council on other items that they may like to see considered, as well as input on a revenues vs. results process. After City Council identifies goals and expectations, staff will work to provide additional research and input, and recommend effective and economical solutions.  2020 Suggested Calendar for the 2021 Budget Process January – March City Council and Administrator Identify Goals & Priorities January – March Staff identify Capital Equipment and budgetary requests April Department Head/City Administrator budget meetings April 28 Council Workshop on Levy / Capital Financing outlook May 26 Council Workshop – General Fund June 9 Council Workshop – Special Revenue Funds June 23 Council Workshop – Enterprise Funds August 10 City Council Workshop on General Fund Budget, Preliminary Levy August 25 City Council Workshop as needed September 8 City Council Workshop as needed September 22 City Council Workshop as needed City Council Adopt Preliminary Levy October 27 City Council Workshop – CIP November 10 City Council Workshop – final General, Enterprise, and Special Revenue Funds, CIP December 8 City Council to hold Truth in Taxation Hearing, Final Budget and Levy Adoption Other Important Dates: September 30 – Certify Preliminary Levy to County December 30 – Certify Final Levy to County *Meeting schedule subject to change  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Jim Thomson, City Attorney Date: January 28 2020 Subject: Compensation for Board Members and Commissioners This is a follow up the discussion regarding whether board or commission members can choose not to be paid for their service on a city board or commission. The bylaws for every board and commission currently contain a provision stating that members “shall be paid for each meeting attended at an amount determined by City Council resolution” and that the payment “shall be paid on a quarterly basis.” Section 1-2 of the City Code states that the word “shall” is mandatory. That being the case, the current version of the bylaws requires that board and commission members be paid. If the City Council would like to give board and commission members the option of not being paid, the council can amend the above two provisions to read: “may be paid for each meeting … etc.” and that the payment “will be paid on a quarterly basis.” I will be attending the council workshop on Tuesday night and can answer any questions that the city council might have on this topic.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Craig Dawson, Interim City Administrator Date: January 28 2020 Subject: Posting Meeting Materials BACKGROUND At the October 22 City Council work session, Council Member Zabel suggested that the City Council adopt a policy that all information for City Council agenda items must be posted on the city’s web site a minimum of 24 hours before a respective meeting. Staff has reviewed the matter with the city attorney and recommends the following language for the policy: PROPOSED POLICY SOP #MIS-016: Posting Council Meeting Materials All public documents relating to agenda items to be considered or acted upon by the City Council should be posted to the Agenda Center on the city’s website a minimum of 24 hours prior to the scheduled start time of the respective meeting. Failure to do so may result in the City Council removing an item from the agenda. City Attorney Thomson will be in attendance at the workshop. Staff will plan to present the policy for adoption at the February 11 City Council meeting.