City Council Workshop

WORKSHOP OAKDALE CITY COUNCIL August 25, 2020 ATTENDANCE The City Council held a workshop on Tuesday, August 25, 2020, at Oakdale City Hall, 1584 Hadley Avenue North, Oakdale, Minnesota. The meeting began at 5 PM. Present: Mayor Paul Reinke Council Members: Jake Ingebrigtson Susan Olson Colleen Swedberg Kevin Zabel Also Present: Christina Volkers, City Administrator Jim Thomson, City Attorney Brian Bachmeier, Public Works Director/City Engineer Susan Barry, City Clerk Alyssa MacLeod, Communications Specialist Sheryl Mellgren, Chief Building Official Bob Streetar, Community Development Director Bill Sullivan, Chief of Police Julie Williams, Recreation Superintendent Kevin Wold, Fire Chief ISD 622 AQUATICS AGREEMENT City Administrator Volkers reviewed information provided by the ISD 622 aquatics coordinator relating to swimming lesson participants and residency. She noted that neither Maplewood nor North Saint Paul help subsidize the district’s aquatics program, only Oakdale. In response to a question from Mayor Reinke, Recreation Superintendent Williams explained that should Oakdale choose to not renew the aquatics agreement with ISD 622, ISD 622 would handle all aspects of the swimming programs in the community. Per a comment from Mayor Reinke that Maplewood and North Saint Paul should help subsidize the aquatics program, City Administrator Volkers said that she would speak with them. Council Member Zabel supported not renewing the aquatics agreement. Council Member Olson commented on the importance of such programs for the community and supported renewing the aquatics agreement until the end of the year to allow time for the city to speak to Maplewood and North Saint Paul. Mayor Reinke agreed. Council Member Ingebrigtson supported not renewing the aquatics agreement. Council Member Swedberg supported renewing the aquatics agreement until the end of the year. WORKSHOP August 25, 2020 Page Two Per the majority, staff was directed to bring forth a request to renew the aquatics agreement with ISD 622 until December 31, 2020. RECREATION DEPARTMENT PROGRAMS Recreation Superintendent Williams reviewed the events and programs the department has planned for fall and winter. In response to a question from Council Member Olson, Recreation Superintendent Williams described sanitation processes in place for equipment and facilities, such as warming houses. Council Member Swedberg suggested that the department consider holding payments for events and programs registrations until just before the event or program in order to simplify the refunding process should cancelations occur. NIGHT TO UNITE Police Chief Sullivan recommended not holding a community-wide event in 2020 but allow residents to apply to hold an event in their neighborhood; however, fire and police would not be able to participate. Public Works Director/City Engineer Bachmeier added that the Public Works Department has a dozen barricades that residents may request to block off streets for their event. The City Council supported Chief Sullivan’s recommendation. ANNUAL BUCKTHORN REMOVAL EVENT Public Works Director/City Engineer Bachmeier provided an overview of the annual buckthorn removal event and indicated that due to the high number of volunteers needing to work in close proximity, he recommended suspending the event until 2021. Council Member Zabel suggested establishing a Facebook event to encourage neighborhoods to remove buckthorn for their properties, which the city would pick up at the curb. He also suggested posting an informational video on the city’s website that identifies buckthorn and how to remove it. The City Council agreed. Public Works Director/City Engineer Bachmeier stated that he would look into adding more buckthorn curbside pick-up dates. CARES Act Allocation City Administrator Volkers reviewed a proposed resolution that would establish the expenditure priorities for the city’s CARES (Coronavirus Aid, Relief, and Economic Security) Act. She explained that Oakdale was allocated $2,133,259 from the federal Coronavirus Relief Fund (CRF) and that CRF eligible costs must be attributable to COVID-19 expenses, not accounted for in the 2020 budget, and WORKSHOP August 25, 2020 Page Three incurred between March 1, 2020, and November 15, 2020. City Administrator Volkers further explained that eligible expenses could include Personal Protective Equipment, facilitating telework, HVAC mechanical improvements and MERV filters, installing barriers to minimize contact, leave pay, and communication materials as well as providing financial assistance to the Christian Cupboard Emergency Food Shelf for a refrigerated truck ($25,000), refrigerated vault ($28,000), and programs and staffing ($8,000). She added she would be finding out more about the eligibility of ordering additional public safety and public works vehicles needed for social distancing. Council Member Zabel expressed concerns with the potential costs of HVAC upgrades and vehicle purchases and recommended setting an expenditure threshold by which City Administrator Volkers would email the details to the City Council about a purchase prior to the purchase being finalized. City Administrator Volkers suggested that she contact the City Council with purchase requests for any one item that would exceed $25,000. Police Chief Sullivan indicated that replacement of the City Hall HVAC system was being held off to coincide with the remodeling of the police department; however, the system requires frequent maintenance. He suggested having the ductwork cleaned. Public Works Director/City Engineer Bachmeier added that the ductwork at the Public Works facility could also be cleaned. Police Chief Sullivan commented on the importance of expending the funds prior to the November 15 deadline. City Administrator Volkers informed the City Council that a report on CARES Act expenditures would be presented at each workshop going forward. PROPOSED ORDINANCE: No Parking on 40th Street As a follow-up to the August 10 workshop, Public Works Director/City Engineer Bachmeier provided an overview of the proposed plan for a portion of 40th Street to allow parking as well as designated space and access to fire hydrants for emergency vehicles. In response to a question from Council Member Olson, Police Chief Sullivan noted that Twin City Towing typically provides towing services for the city. In response to a question from Council Member Ingebrigtson, Police Chief Sullivan noted that staff was working with Minnesota State Patrol on the used car business believed to be operating in that area. Staff was directed to move forward with amending the city code to restrict parking on a portion of the north side of 40th Street. 2021 BUDGET REVIEW WORKSHOP August 25, 2020 Page Four City Administrator Volkers provided a status update on the 2021 budget and levy outlook. Council Member Ingebrigtson asked that the city prepare for possible declines in property values over the next few years due to the current economy. City Administrator Volkers commented on the many positive things happening in the city: new housing, rate study, and financial forecast. Community Development Director Streetar added that the economy was more dire in 2008 and 2009. In response to a question from Council Member Zabel on overtime costs, budgeted versus actual, City Administrator Volkers replied that the overtime applies mainly to the fire, police, and public works departments. City Administrator Volkers commented on budget requests and modifications as well as on the need to add a finance director back on staff, with a plan to hire a finance director/CPA in early 2021. Public Works Director/City Engineer Bachmeier commented on the need to have an engineering intern on staff to assist with the Willowbrooke development. Community Development Director Streetar commented on the need to have a year-round planning intern on staff. City Administrator Volkers noted that the number of hours and employment status determines an intern from a full-time regular position. In discussing the budget document, City Administrator Volkers explained how budget codes would be simplified and clarified. She also commented that the Recreation Department budget had been under budgeted in 2020 by 18 percent, which would be corrected in the 2021 Budget and reviewed how a portion of Community Development Department funds would be reallocated to complete objectives in the comprehensive plan, including the neighborhood initiative and economic development efforts. In discussing the Fire Department budget, Fire Chief Wold provided an overview of the phases for transitioning to a career department. He add that he would be finding out more about FEMA grants for hiring firefighters. In response to a question from Council Member Zabel, City Administrator Volkers noted that she would look into a $100,000 transfer from the Antenna Fund to the Fire Fund expected to end in 2020. Staff was directed to continue the transition to a career fire department; City Administrator Volkers indicated that staff would present a hiring proposal. In discussing the Police Department budget, City Administrator Volkers noted that included in the requested increase was for a HERO center membership. WORKSHOP August 25, 2020 Page Five In response to questions from the City Council, Police Chief Sullivan noted that no additional police officers were being requested at present and that body cam requirements would likely be legislated at some point. City Administrator Volkers indicated that the city’s Debt Service budget saw a reduction of 4.55 percent, per finance calculations, attributable to favorable interest rates on the recent bond sales. City Administrator Volkers reviewed three property tax levy amount options: (1) Zero percent increase: Absorb $464,296 expected property tax value increase and nothing else added or allowed, including funds needed to transition toward career fire department. (2) Two to Three percent increase: Help restore 2020 budget cuts; however, would not allow funds needed to transition toward career fire department. (3) Four to Five percent increase: Allows for increases to loan and planning programs, adding to public building fund, and allows fund needed to transition toward career fire department. Mayor Reinke favored Option 3. Council Member Olson favored Option 1. The City Council recessed the workshop at 6:44 PM. The meeting reconvened at 7:16 PM. City Administrator Volkers recommended continuing the discussion and she would bring back much greater detail and implications for each of the options. Council Member Zabel asked to see a line item budget. COUNCIL TOPICS Recreational Fires In response to a question from Council Member Swedberg, City Administrator Volkers noted that she would contact the resident who had asked that there be set hours for recreational fires to let her know that no changes would be made to the code. Council Member Swedberg asked that the City Council be copied on the response. Oakdale Nature Preserve Trails Council Member Swedberg asked that future upgrades to the Oakdale Nature Preserve trails consider separated lanes for bicycles and pedestrians. She also asked that consideration be given for divided trails in the new Willowbrooke development. WORKSHOP August 25, 2020 Page Six Council Member Zabel indicated that divided trails had been previously discussed; however, there is not adequate area to widen the paths in the Oakdale Nature Preserve. Oakdale Nature Preserve Music Board Council Member Swedberg expressed concern with the condition of the music board that was installed by girl scouts a few years ago and asked that it be removed as it is no longer maintained. Mayor Reinke asked that Recreation Superintendent Williams and Parks Superintendent Koesling decide whether to remove the music board or keep it in place. Discovery Center Artist of the Month In response to a question from Council Member Swedberg, Recreation Superintendent Williams affirmed that the Artist of the Month program had returned. Bike and Pedestrian Plan In response to a request for an update on the bike and pedestrian plan, City Administrator Volkers noted that Community Development Director Streetar would provide an update. Nesting at Walton Park Band Shell Referencing the recent removal of nests at the Walton Park Band Shell, Council Member Zabel asked that a policy be developed whereby inhabited nests would not be disturbed. He also asked that staff look at options for deterring nesting in certain locations. City Administrator Volkers noted that staff would report back on the nest removal at Walton Park. Levy Options Council Member Olson stated her support for the fire and police departments and that she would look at the additional information provided on the three options before making a decision. Council Member Ingebrigtson stated that his budget support would center on one that provides for the needs of the fire and police departments. Cameras at Tanners and Walton Parks In response to a question from Council Member Olson, Police Chief Sullivan explained that during the civil unrest in the community in May, the Police Department discovered several blind spots in the city’s security camera system at City Hall; as such, the system was augmented using forfeiture funds. He further explained that footage is only reviewed following an incident, not continually monitored. WORKSHOP August 25, 2020 Page Seven In response to questions from Council Member Zabel, Police Chief Sullivan noted that $200,000 remains in the forfeiture fund and that monies being earmarked to purchase equipment and furniture associated with the future remodeling of the police department. He explained that it is not yet known when the department would receive the large amount of forfeiture funds that is anticipated. Police Chief Sullivan also explained that the rules relating to forfeiture funds would not allow them to be used to pay the city’s HERO membership and further explained that the use of forfeiture funds fall under his authority, that the city has made use of forfeiture funds for a variety of reasons over the years, and that the State will likely end the forfeiture program at some point. Regarding security cameras, Council Member Olson asked that “You are under surveillance” signs, or similar, be posted. Police Chief Sullivan noted that the cameras are not hidden and he has no objection to making persons aware that their activities in public places are being recorded. City Administrator Volkers informed the City Council that wording for the signage would be discussed at the August 26 department head meeting. Serial Meetings Mayor Reinke shared an issue occurring with the North Saint Paul city council relating to serial meetings and asked that Attorney Thomson provide a refresher on the Open Meeting Law at a future City Council workshop. Advisory Body Liaison Assignments Mayor Reinke noted that when liaison assignments to the city’s advisory bodies were made in January, Council Member Swedberg was assigned to both the Parks and Recreation Commission and Tree Board and Council Member Zabel was not assigned as a liaison. As such, the mayor asked that council members Swedberg and Zabel discuss the potential of naming Council Member Zabel as a liaison to one of the advisory bodies. Council Member Swedberg commented on the potential of the Tree Board becoming part of the Parks and Recreation Commission. New Business: Saliva Testing Facility Council Member Olson stated that a new saliva testing facility coming to the 4Front Campus in Oakdale would bring 250 jobs. ADJOURNMENT The meeting adjourned at 8 PM. Respectfully submitted, Susan Barry, City Clerk