City Council Workshop

WORKSHOP OAKDALE CITY COUNCIL October 13, 2020 ATTENDANCE The City Council held a workshop on Tuesday, October 13, 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 Brian Bachmeier, Public Works Director/City Engineer Susan Barry, City Clerk Alyssa MacLeod, Communications Specialist Chelsea Petersen, Administrative Services Director Bob Streetar, Community Development Director Bill Sullivan, Chief of Police Julie Williams, Recreation Superintendent Kevin Wold, Fire Chief Nick Kantola, Tree Board Dallas Pierson, Tree Board Mike Saarela, Tree Board Marge Sagstetter, Tree Board FARMERS MARKET SURVEY RESULTS Recreation Superintendent Williams reviewed the results of a survey conducted of farmers market vendors and residents about market hours (current 2 to 6 PM, proposed 2:30 to 6:30 PM), selling season (end of September or end of October), and suggested items to add to market. She noted that the 2021 season will go into October. As the majority of vendors supported the current market hours of 2 to 6 PM and many of the resident respondents favored later hours, Council Member Swedberg suggested that she speak with vendors and then bring the matter back to a future meeting. Mayor Reinke expressed concern with one councilor speaking to the vendors. Recreation Superintendent Williams added that Market Coordinator Nathan Timmons has very good relationships with the vendors and asked for their honest input. City Administrator Volkers suggested that staff talk to vendors to share the input from residents. Recreation Superintendent Williams suggested giving vendors the option of closing at 6 PM or at 6:30 PM. WORKSHOP October 13, 2020 Page Two It was the consensus of the City Council to give each farmers market vendor the option of closing at either 6 PM or at 6:30 PM., while offering the public times of the farmers market for 2021 to be 2 to 6:30 PM, making note that not all vendors will remain past 6 PM, or similar communication. COMMUNITY SURVEY Communications Specialist MacLeod reviewed the results of the 2020 community survey. She added that the city also has POLCO available for asking about topics where more detail would be desired and suggested asking residents more in-depth questions about what they would like to see in a community celebration, based on the responses about Summerfest that rated food, music, fireworks, and parade as important and carnival rides, bingo, medallion hunt, 5k, and the skateboard contest not as important; the survey also noted attendance at the event was at only 51 percent. Council Member Zabel requested the age breakdown for the Summerfest questions. In response to a question from Council Member Zabel, Communications Specialist MacLeod explained the data reports on only the top two most positive responses; in this case, excellent and good. Communications Specialist MacLeod spoke about the value of doing community surveys consistently to get a baseline and follow trends. She recommended doing surveys every three years. Communications Specialist MacLeod added that the more positive aspects of the survey would be promoted on social media channels, POLCO, and in the city newsletter. She further added that the Summerfest Committee would create a strategy for gathering input from the community on what it would like to see at the annual event. In response to a question from Council Member Swedberg, Communications Specialist MacLeod explained that the POLCO component would be free for one year and then fees would be applied. City Administrator Volkers asked staff to look at negotiating a longer term contract with POLCO. Council Member Olson asked that the staff look at ways to improve the ratings on the city’s code enforcement efforts, such as winter parking citations. TREE BOARD In response to past discussions about merging the Tree Board with the Environmental Management Commission (EMC) or the Parks and Recreation Commission (PRC), City Administrator Volkers reviewed options for the City Council to consider: having the Tree Board continue as a standalone advisory board, merging with the EMC or PRC, or dissolving the Tree Board. The City Council discussed the various options. Tree Board Chairperson Nick Kantola referred to a past concern raised relating to difficulties in maintaining membership and noted that six members currently serve, with a seventh person interested in joining. He suggested setting the number of members at seven rather than the current 15. WORKSHOP October 13, 2020 Page Three Tree Board Member Marge Sagstetter stated that a standalone board speaks highly of the city’s focus on the importance of trees. Tree Board Member Mike Saarela asked that the Tree Board remain as currently structured so as to not lose their identity and he commented on the many community projects held by the Tree Board each year, including the tree giveaway. The consensus of the City Council was for the Tree Board to continue as a standalone advisory board and to set the number of members at seven. OAKDALE AREA CHAMBER OF COMMERCE City Administrator Volkers provided an overview of rules and legal cites relating to municipal memberships with chambers of commerce and proposed the following membership structure for the Oakdale Area Chamber of Commerce (OACC): • Oakdale Economic Development Authority (five members) • City Administrator • Administrative Services Director • Chief of Police • Fire Chief • Community Development Representative City Administrator Volkers added that the city would make a $1,000 annual donation and that the city’s communications specialist would continue to assist the OACC with their promotion efforts. She added that the city would also make an annual donation to the Saint Paul Area Chamber of Commerce. The City Council supported City Administrator Volker’s proposal. VOLUNTEER OF THE YEAR The City Council reviewed nominations for Volunteer of the Year. Mayor Reinke asked that any additional nominations be submitted to City Administrator Volkers by October 15. City Administrator Volkers will then seek an email choice for Volunteer of the Year from each council member; the Mayor (with Council, if possible) will present the award to the majority choice before the end of the year. CARES Act Expenditure Update Administrative Services Director Petersen reviewed the latest CARES Act expenditure report: $1.34 million spent, $792,000 to be spent by the November 15 deadline. Fire Chief Wold commented on a process in the works to order for ambulance by the deadline. City Administrator Volkers indicated that a deadline extension by the State of Minnesota is not likely to occur. WORKSHOP October 13, 2020 Page Four Administrator Services Director Petersen shared that as the Oakdale Fire Department provides fire services to the City of Landfall, Fire Chief Wold proposed that they use CARES Act fund to purchase a sanitizer for the department, pending approval from Landfall City Council. The City Council asked that a demonstration of the sanitizer be provided at a future meeting. COVID RECOVERY BUSINESS LOANS Community Development Director Streetar reported on the city’s COVID Recovery Business Loan Program (CRBLP) that ended September 30. He further reported that 184 Oakdale businesses were granted PPE loans from the state, which retained 578 jobs in the city. Community Development Director Streetar added that when the city increased the CRBLP loan amount from $2,000 to $10,000, five businesses applied by the September 30 deadline. He asked for consideration for reopening the loan program, with an application deadline of April 1, 2021. Council Member Zabel asked that once the city’s initial commitment of $100,000 had been exhausted, the City Council should discuss identifying CARES Act funds for the loan program. The City Council supported amending Policy EPB-027 (COVID Recovery Business Loan Program) to extend the loan application deadline to April 2, 2021. City Administrator Volkers indicated that official action to amend the policy would occur at the City Council’s regular meeting. Community Development Director Streetar noted that staff would market the application extension and should funds remain by April 1, staff would contact the five businesses that were awarded loans to inquire of their interest in additional funds. Streetar estimated the cost of this plan to the City would be between $75,000 and $100,000. GLENBROOK NEIGHBORHOOD SPECIAL AREA PLAN Community Development Director Streetar recommended commencing the special area planning to provide a vision for the Glenbrook neighborhood located east of Highway 120 and north of Highway 36 in the second or third quarter of 2021 and asked the City Council for direction. In response to questions from Council Member Ingebrigtson, Community Development Director Streetar explained that the city’s special area plan would be factored in when design options are being developed for the Highway 36 and 120 interchange and that having a plan in place would provide the city with leverage during the interchange planning process. Council Member Zabel supported commencing with the special area plan in 2022, not 2021. Council Members Olson and Swedberg supported commencing with the special area plan in 2021 in order to assist property owners in the area by having a defined vision. WORKSHOP October 13, 2020 Page Five In response to questions from Council Member Swedberg, Community Development Director Streetar explained that any zoning changes made would take effect when current home and business owners sell their property. Community Development Director Streetar noted that property owner Gary Mulcahy would like to add another apartment building to Cedric’s Landing on Hadley Avenue on the former Par 3 golf course site, but cannot do so due to current zoning. In response to comments from several council members, Community Development Director Streetar explained that the Par 3 site cannot currently be developed. In response to a question from Council Member Zabel, Community Development Director Streetar explained that the Twenty Nine Pines Manufactured Home Park was not on the proposed special area plan due to issues that can arise when redevelopment of mobile home parks is discussed. Council Member Zabel asked that both Twenty Nine Pines and Cedric’s Landing be included in the special area planning process. Council Member Ingebrigtson supported that and also to commence the special area plan in 2021. Council Member Swedberg agreed and asked that staff provide the City Council with monthly updates during the process. Staff was directed to proceed with the Glenbrook Neighborhood Special Area Planning process in the third quarter of 2021. The meeting recessed at 6:50 PM. The meeting reconvened at 7:40 PM. COUNCIL TOPICS Annual Tree Giveaway In response to a question from Council Member Olson, Council Member Swedberg noted that the Tree Board would discuss options for the Arbor Day Tree Giveaway event at their January meeting. Council Member Zabel indicated that should the Tree Board recommend canceling the 2021 event, the recommendation would need to be presented to the City Council. Security Camera Signage In response to a question from Council Member Olson, City Administrator Volkers noted that the signage requested by the City Council to announce the presence of security cameras on city property had been ordered. WORKSHOP October 13, 2020 Page Six City Council Packet of Materials The City Council discussed current and proposed processes for distributing materials for City Council meetings and directed staff to release meeting materials on or by noon on Fridays preceding a City Council meeting and to provide any additional or modified documents, as separate documents, on the Monday preceding a City Council meeting. They determined that this process would be reviewed again in 2021. Silver Lake Church Mayor Reinke announced that Silver Lake Methodist Church would be closing its doors. City Administrator Volkers added that the church inquired of the city’s interest in purchasing the property for redevelopment. Mayor Reinke asked the City Council to share any ideas for the site with City Administrator Volkers. ADJOURNMENT The meeting adjourned at 8:10 PM. Respectfully submitted, Susan Barry, City Clerk