City Council Workshop

AGENDA City Council Workshop October 27, 2020 Council Chambers 5 PM 3M Drinking Water Settlement Options 5:45 PM Proposed Ordinance – Amend Chapter 22: Tree Board 5:50 PM CARES Act Expenditures Update 5:55 PM Advisory Body Interview: Tree Board 6 PM Preliminary 2021 Capital Improvement Program 6:45 PM Recess for Regular Meeting WORKSHOP CONTINUES AFTER REGULAR MEETING Council Chambers 7:15 PM Open Meeting Law / Serial Meetings (estimated) Council Topics  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina Volkers, City Administrator Date: October 27 2020 Subject: 3M Drinking Water Settlement Options At Tuesday’s workshop, staff will present information on local community improvements for Oakdale as they relate to the 3M Drinking Water Settlement. Staff from the MPCA will participate in the meeting via Zoom. A letter outlining Oakdale questions and concerns will be finalized after the work session.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Brian Bachmeier, Public Works Director/City Engineer Date: October 27, 2020 Subject: Drinking Water Settlement Co-Trustee Three Recommended Options Background The MPCA and the DNR as the Co-Trustee’s of the Drinking Water Settlement haven been evaluating the full range of options associated with providing safe drinking water to the 14 communities affected by PFAS in the ground water (information packet previously provided). They have narrowed the options down to three recommended options, and designating one as the preferred option. The three options reflect how the $700,000,000 would be allocated between capital investments, operations/maintenance, contingencies, drinking water protection, sustainability/conservation and state administration. The three options are summarized as follows :  Option 1 (Preferred) – Designed to treat wells that have contaminant levels at 50% of the current Health Risk Index  Options 2 – Designed to treat wells that have contaminant levels at 30% of the current Health Risk Index  Option 3 – Designed to treat wells that have contaminant levels at 50% of the current Health Risk Index for all communities except Oakdale and Lake Elmo, which would be supplied with drinking water from the St. Paul Regional Water Service. Proposed Local Community Projects for Oakdale For Oakdale, there is no difference between Option 1 and 2 as we have no wells with Health Risk Index Values between 30% to 50%. The proposed local community project (PLCP) includes expanding the current water treatment plant at the public works campus to treat two new wells drilled closer to the plant and decommissioning/sealing four wells (1,2,7,8), a contingency for connecting 58 homes with private wells, and installing 5 GAC in homes that do not have access to public water mains. We expressed the following concerns with the Co-Trustee consultants:  The plant should be designed to fully treat three new wells  Drill three new wells to replace 1, 2, and 7.  Provide funding to remove the existing pump houses from Well 1,2,7,8. We have also indicated to the MPCA our need to provide temporary treatment at Well 7 until such time the public works facility is relocated to provide room for the water treatment plant expansion. Temporary treatment costs are not eligible under the settlement, but are eligible under the 2007 Contingency Agreement. City Council Discussions We will address any questions the council may have on the options and be seeking council direction/support on responding to the Co-Trustee’s options and our local community projects.  Olson named supervisor ERN the Burn event this month Our mission is to provide reliable, Expanded FMLA quality water and services available at a reasonable cost. Opt-in for W-2 Page 2 The Pipeline Express Vol. 21, No. 22 October 23, 2020 Fall colors frame utility SPRWS one option for East Metro water By Dave Wagner The much anticipated draft report to review and recommend options for drinking water supply to the East Metro was recently released. This report stemmed from the 2018 settlement between 3M and the state relating to groundwater contamination in the East Metro. Funds from the $850 million settle- ment will allow for improvements with a goal of enhancing the quality, quantity and sustainability of drinking water in the East Metro. In total, there are 14 impacted communities including Woodbury, Lake Elmo, Cottage Grove, and Oakdale, among others. The recommendations presented in the report include three options for improvements to enhance drinking water in those communities. Two of those Those coming to the water utility from Rice Street were treated to options provide treatment to existing groundwater bright red foliage along Water Works Road on Oct. 8. The rows of trees in the grassy area between the railroad tracks and Rice Street were in supply wells. The third option includes SPRWS prime color the second week in October. providing drinking water to the cities of Oakdale and Lake Elmo (with treatment of existing ground- water being provided to the other communities). Charitable Giving Campaign Because of community preference for retaining their kicks off on October 26 groundwater source, the report recommended the option of treating existing wells in lieu of having The charitable giving campaign starts Oct. 26. water provided by SPRWS. This is an opportunity to give to the cause(s) of The report is currently out for public comment your choice through the convenience of payroll and SPRWS is providing feedback to the Minnesota deduction. Pollution Control Agency and the Department of Employees are encouraged to give, even as little as Natural Resources, co-trustees of the settlement, for $1 a paycheck or a one-time gift in any amount helps. their consideration. You can find out more about the charities or pledge Overall, we believe that SPRWS has an at: https://www.ipledgeonline.org/_stpaul. exceptionally good story to tell. We provide a The campaign will end on Friday, Nov. 13. high-quality product. Our water is softened, which Contact Jodi Wallin at 266-6308 or Jodi.Wallin@ East Metro continued on page 2 ci.stpaul.mn.us if you have questions. Don’t forget! Benefits enrollment ends at midnight tonight! SPRWS one of three options Derek Olson named customer for East Metro water supply service & billing supervisor East Metro continued from page 1 is a significant benefit to our customers, both from a Though working unofficially as the cost and aesthetic standpoint. We are an environmen- customer service and billing supervisor tally friendly option. In those communities that use since Marie Weinhandl’s retirement in groundwater, home softeners discharge salt into the July, Derek Olson was officially named environment. We can also be proud that, as a surface to the position on Monday, Oct. 19. water supplier, we offer a sustainable product while He has been with the city for 26 groundwater supplies in the region are being increas- years and the utility for 22. He has held Derek Olson ingly scrutinized. a variety of positions within the utility, The DNR and MPCA expect to finalize the drink- including accounting, billing and in the merged ing water supply plan in early 2021. Whether or not customer service/billing area. we are chosen in the end, we can be proud that we “Derek brings a lot of knowledge and experience offer an economical, sustainable and environmentally to this new role and we are excited to see him take the friendly product to the customers that we serve. lead,” said Dolly Ludden, business division manager. Could you use 500 Healthy Opt-in for W-2, 1095-C Saint Paul points this year? Opt-in to get your W-2 and 1095-C tax documents to ensure you are able to get these documents on-line If you still need Healthy Saint Paul points to get when you need them. Both documents will be required your $900 VEBA account money in 2021, join ERN to file your 2020 taxes. the Burn in a virtual 5k (3.11 miles) by running, Log in to Employee/Document Self-Service jogging or walking with a tracking device during the at https://ess.stpaul.gov and check your Delivery month of October. Settings now through the end of the year. Setup is Not only will running get you 500 points, running quick. It takes about two minutes and can be done from can significantly improve physical and mental health. any computer with internet access. It can also reduce stress, improve hearth health and Opt-in by December 31 to be sure everything’s in help alleviate symptoms of depression. place when W-2s and 1095-Cs are ready in January.   The PipelineExpress Vol. 21 No. 22 (October 923, 2020) To earn the 500 points, all 3.11 miles must be Please note that you will not receive a hard copy completed in one run. Email bridget.hajny@ci.stpaul. mailed to your home address if you opt-in, since you mn.us a screen shot for proof of completion. You will can print off a copy anytime from your ESS document receive your redemption code via email. self-service account. Help is available for families with school/daycare challenges Are you or your family trying to coordinate around employees may use accrued leave including EPL- virtual learning, hybrid schedules, or school/daycare Emergency Pandemic Leave. closures? The next 10 weeks (400 hours) are paid at two- If so, you may qualify for Expanded-FMLA, which thirds of the regular rate of pay and can be supple- is available to employees whose school or daycare has mented with other forms of accrued time off. been closed or is partially closed due to COVID. If you have questions or would like to explore This leave can be used consecutively or intermit- options, please contact Sandy Kimbrough: (651) tently and can provide up to 12 weeks of support. 266-6510 or Racquel Vaske: (651) 266-6815 in water The first two weeks (80 hours) are unpaid but human resources. The PipelineExpress is published every two weeks by Saint Paul Regional Water Services. © 2020 Story ideas? Contact Jodi Wallin, 651-266-6308.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina M. Volkers, City Administrator Date: October 27 2020 Subject: Proposed Code Amendment: Tree Board; By-Laws Per direction at the October 13, 2020 City Council work session, language in Chapter 22 – Trees, Article 7 – Tree Board, Section 22-27: Composition of Board, of the City Code is proposed to be modified to reflect a total number of members as seven, rather than up to 15. Such modification would also need to be made to Section 2.1 of the Tree Board Bylaws. In addition, staff would recommend that the City Council consider a modification to Chapter 22, Article 7, to add language that is present for the city’s other four advisory bodies: designating three-year terms that begin July 1. Should the City Council concur, staff would also recommend that Section 2.3 of the Tree Board Bylaws be modified to add three-year terms that begin July 1; and also to include staggered term language. Staggered term language is no longer present for the city’s other four advisory bodies as staggered terms have been in place for a number of years. 2.3 Terms. Members of the Tree Board shall be appointed by the City Council for three year terms. The terms for all members shall be staggered initially so that only two or three new appointments or reappointments need to be made in any one year. Terms begin July 1. Terms begin as so designated by the City Council. Staff is seeking direction on whether to post Version 1 or Version 2 on the city’s web page and bring forth as an ordinance amendment on November 10, 2020: VERSION 1: Sec. 22-27. Composition of Board. The Tree Board shall consist of a minimum of five (5) and up to fifteen (15) regular members seven members, appointed by the City Council. Terms begin as so determined by the City Council. A majority of all of the members shall constitute a quorum for any regular or special meeting. If a quorum is not established or maintained during the course of the meeting, no board or commission business may be transacted except a motion to adjourn or recess. Members of the Tree Board shall be appointed by the City Council. VERSION 2: (as recommended above) Sec. 22-27. Composition of Board. The Tree Board shall consist of a minimum of five (5) and up to fifteen (15) regular members seven members, appointed by the City Council for three years. Terms begin July 1. Terms begin as so determined by the City Council. A majority of all of the members shall constitute a quorum for any regular or special meeting. If a quorum is not established or maintained during the course of the meeting, no board or commission business may be transacted except a motion to adjourn or recess. Members of the Tree Board shall be appointed by the City Council. Staff is also seeking direction on whether to amend the Tree Board Bylaws to include language on staggered terms. Should staggered terms be implemented, staff would bring forth suggestions on determining terms for the seated Tree Board members.  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Chelsea Petersen, Administrative Services Director Date: October 27 2020 Subject: CARES Act Expenditures Report Staff submits monthly Coronavirus Relief Fund (CRF) reports to the State of Minnesota. This reporting is required to receive and use CRF funds. As a reminder, all expenses must be able to pass a three-part test: 1) Necessary expenditures are due to COVID-19. 2) Not part the most recent budget approval process. 3) Incurred between March 1, 2020 and November 15, 2020. Any funds unused by the city November 15 must be returned to Washington County. Details on the latest report will be provided.  CARES Act Expenditures Report All Expenses Must Meet the Following Criteria: MONEY SPENT 1. Be necessary due to COVID-19 $1.44 million 2. Separate from the 2020 budget approval between March 1st 3. Incurred between 3/1/20 & 11/15/20 and October 22nd ** For any supply chain disruptions on items originally expected by 11/15, an exception will be given by MMB MONEY LEFT $692,000 to spend Projects in Progress by November 15th Safety equipment upgrades that will allow emergency services to provide life-saving assistance Device technology upgrades to promote telework Unused funds will be returned to Workspace upgrades to provide safety barriers that Washington County after 11/15 will minimize direct contact with other staff CURRENT EXPENDITURES PUBLIC SAFETY EQUIP. 5 ADMIN 8 CLEANING 12 $ IN THOUSANDS TECH 18 SICK LEAVE 30 PPE 40 FOOD SHELF 73 WAGES 135 PUBLIC SAFETY PAYROLL 1,120  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina Volkers, City Administrator Date: October 27 2020 Subject: Interview: Tree Board Candidate At the October 27 work session, the City Council will be interviewing Glen Giacoletto, who has expressed a verbal interest in serving on the Tree Board, in addition to continuing to serve on Parks and Recreation Commission, as permitted per policy. Mr. Giacoletto has been interviewed by Tree Board Staff Liaison Loren Cota. Per the City Council’s direction, the structure of the Tree Board will be set at seven members, rather than up to 15. Currently, there are six members appointed to the Tree Board; one vacancy exists.  COUNCIL MEMORANDUM To Mayor and City Council Through Christina Volkers, City Administrator Date October 27, 2020 Subject Capital Improvement Program At the October 27 workshop, staff will review the 2021 portion of the attached Capital Improvement Program (CIP). The remainder of the CIP will be reviewed at the November 10 workshop. 10/21/2020 prepared by CP CIP FINANCING SUMMARY 2021 Improvement Total MSA Utility Park Storm CIP Other Funding Special Bonding Request Total Bond Total Cost Check Comments Type Project Cost Funds Reserves Reserves Sewer Fund (see comments) Assessments City Obligation Issuance Roadway Improvements $6,137,234 $693,432 $30,000 $0 $120,000 $300,000 $1,774,000 $1,300,128 $1,919,674 $3,219,802 $6,137,234 $0 MnDOT, Washington County Utility Infrastructure $6,350,000 $0 $400,000 $0 $0 $0 $5,950,000 $0 $0 $0 $6,350,000 $0 SAC/WAC Lights and Signals $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Parks $310,000 $0 $0 $310,000 $0 $0 $0 $0 $0 $0 $310,000 $0 Redevelopment $3,997,555 $0 $0 $0 $0 $0 $0 $1,750,304 $2,247,251 $3,997,555 $3,997,555 $0 Capital Equipment $758,800 $0 $0 $0 $0 $0 $0 $0 $758,800 $758,800 $758,800 $0 Annual Totals $17,553,589 $693,432 $430,000 $310,000 $120,000 $300,000 $7,724,000 $3,050,432 $4,925,725 $7,976,157 $17,553,589 2021 Capital Equipment Purchases Public Works Park Harper Sweeper $ 20,000 Toro 4000 $ 60,000 Mower (2) $ 30,000 Boom Flail Mower $ 5,000 Pickup $ 35,000 Trailer (2) $ 10,000 Excavator $ 55,000 Sewer Vactor $ 80,000 Bypass Pump $ 20,000 Plow Truck $ 195,000 Police Marked Patrol Vehicle (x2) $ 105,000 Body Armor $ 10,000 Computers - Office $ 5,200 Computers - Squads $ 20,000 In-Squad Video $ 11,200 Portable Radios $ 12,000 Radar System (2) $ 6,500 Taser $ 1,800 Portable Breath Testing Devices $ 800 Fire Turnout Gear $ 12,500 IT Services City Hall Switch $ 3,800 Network Video Recorder $ 11,500 Various Computers and Monitors $ 35,000 Phone System Backup, Replacement Phones $ 3,500 Printers and Scanners $ 10,000 $ 758,800  COUNCIL MEMORANDUM To: Honorable Mayor and City Council From: Christina Volkers, City Administrator Date: October 27 2020 Subject: Open Meeting Law, Serial Meetings At Tuesday’s workshop, Attorney Thomson will provide an overview of the Open Meeting Law and discuss serial meetings.